Loading...
2010/08/24 City Council Resolution 2010-92RESOLUTION NO. 2010-92 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK APPROVING A JOB DESCRIPTION & SALARY RANGE FOR UTILITY BILLING & REVENUE SUPERVISOR WHEREAS, staff has completed a review of the Finance Department operations, and recommends unified supervision of utility billing and a variety of revenue collection duties; WHEREAS, staff has developed a new job description of Utility Billing & Revenue Supervisor that appropriately describes this consolidation; WHEREAS, staff recommends the existing position of Utility Billing Supervisor be reclassified to Utility Billing & Revenue Supervisor and the existing Utility Billing Supervisor job classification be abolished; WHEREAS, staff recommends that this new supervisory position be placed in the Rohnert Park Employees' Association (RPEA) as follows: Position RanEe Monthly Salary Utility Billing & Revenue Supervisor 87X $5,669- $6,890 WHEREAS, the City has met and conferred with the bargaining unit; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Rohnert Park approves the job description and salary range for Utility Billing & Revenue Supervisor and the recommended position reclassification, and abolishes the job class of Utility Billing Supervisor. DULY AND REGULARLY ADOPTED by the City Council of the City of Rohnert Park this 24"' day of August, 2010. CITY OF ROHNERT PARK BELFORTE: AYE BREEZE: AYE CALLINAN: AYE MACKENZIE: AYE STAFFORD: AYE AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0) City of Rohnert Park UTILITY BILLING & REVENUE SUPERVISOR DEFINITION Under direction, plans, organizes, directs and participates in activities related to utility billing and revenue collection; oversees all aspects of billing, payment collection, cash balancing and customer relations; coordinates activities with other City departments and the public; supervises the work of assigned department clerical and technical staff, including accounts payable; performs other related duties as required. DISTINGUISHING CHARACTERISTICS The Utility Billing & Revenue Supervisor is responsible for efficiently overseeing the City's utility billing operations, revenue collection and accounts payable activities. The incumbent must organize, delegate and coordinate work to meet the needs of customers and the City's revenue collection goals. When dealing with delinquent payers, the Utility Billing & Revenue Supervisor has discretion to determine a course of action varying from negotiating a deferred payment plan to shutting off the customer's water. This position has the overall responsibility for preparing utility bills, resolving utility billing problems, and supervising the various billing functions in addition to overseeing business and animal license, permits, other fee collection activities and accounts payable. SUPERVISION RECEIVED /EXERCISED Under direction of the Director of Administrative Services. The position provides direct supervision of staff performing utility billing functions, accounts payable and business and animal licenses, and coordinates the assignments and work of Public Works staff performing meter reading /technician activities. ESSENTIAL JOB DUTIES (These duties are a representative sample; position assignments may vary) • Plans, organizes, directs and participates in the activities related to utility billing, payment/revenue collections, and customer relations • Manages metered water accounts, including making necessary changes to specialized software database • Reviews and approves adjustments to customer accounts • Negotiates payments agreements and makes adjustments to accounts in non - routine cases • Maintains and updates automated utility billing system and uses system to prepare utility bills, billing registers and reports • Prepares rate analyses and financial studies for utility funds; recommends changes in City fees and charges • Reviews and provides information to City officials regarding water use City of Rohnert Park Utility Billing & Revenue Supervisor Page 2 of 5 Pages • Supervises and participates in the processing of applications and payments for water, sewer and trash services from the public • Calculates and accepts pro -rated fees and deposits • Posts and balances deposits, payments and adjustments to proper accounts • Analyzes distribution reports to ensure correct posting to the General Ledger • Assists with reconciliation of utility billing system to the General Ledger • Interprets error messages and corrects errors; responds to customer questions and complaints • Researches and solves problems and makes necessary adjustments • Maintains the electronic fund transfer (ACH) functions and records • Coordinates meter reading functions and analyzes meter reading input • Coordinates and delegates meter reading service requests, repairs, replacements, and audits; evaluates unpaid accounts • Contacts delinquent customers to negotiate and maintain payment plans • Produces month -end reports and balances to inputs to automated financial system • Plans, coordinates and supervises the collection of various fees and taxes for business licenses, animal licenses, permits, parking violations, and other miscellaneous accounts receivable • Develops and revises policies and procedures related to revenue and collections • Oversees and performs special account research and analysis for the department, City staff and the public • Oversees the coordination of collection activities with those of other City departments • Directs such revenue and cash collection functions as accounts receivables, property and transient taxes, business license fees and charges, utility billing, parking citations, fines and grants • Verifies incoming monies from various City departments and other agencies; prepares deposit forms as required; codes and inputs revenues into the online computer system • Reconciles bank statements; researches discrepancies and makes correcting entries as required • Performs daily bank account maintenance functions • Carries out investment actions and wire transfers as directed • Analyzes and ensures effective audit controls of various revenue programs • Monitors revenue levels from various fee and tax programs and prepares reports • Supervises the preparation of documents necessary for collecting delinquent accounts through collection agencies, small claims and bankruptcy courts • Oversees accounts payable function • Responds to customer inquiries and problems City of Rohnert Park Utility Billing & Revenue Supervisor Page 3 of 5 Pages • Selects, supervises, trains, evaluates and coordinates the work of assigned Finance Dept staff; resolves problems for staff • Identifies and suggests methods by which City can collect additional revenue and improve efficiency of utility billing operations • Periodically reviews various fee schedules and makes recommendations for fee changes or new fees • Assists with preparation of departmental staff reports, resolutions and public hearing notices • Trains new users on the use of applicable areas of the software package • Prepares correspondence and operates office equipment • May make oral presentations representing the department and /or City • May train end -users in the use of specialized software application programs • May review and implement new revenue collection programs with other City departments • May act as a disaster service worker in the event of a disaster or emergency QUALIFICATIONS Education/Training /Experience: Sufficient education, training and experience to oversee the City's utility billing operations, accounts payable and revenue collections. A typical way of obtaining the required qualifications is to possess: • A Bachelor's Degree in accounting, finance or business administration or related field is desirable and may be substituted for years of experience • Equivalent of six (6) years of increasingly responsible experience in billing, accounts payable and revenue collections accounting, including four (4) years of supervisory experience, preferably in a public agency License Requirements: • Possession of a Class C California driver's license by date of appointment Knowledge of: • Considerable knowledge of accounting, bookkeeping and financial record - keeping methods related to , utility billing, accounts payable and revenue collection • Municipal utility regulations and practices, billing and payment methods and meter - reading systems • Manual and automated billing and financial record - keeping systems • Applicable federal, state and local laws, codes or regulations related to billing and collection of a City water system, public information and privacy protection City of Rohnert Park Utility Billing & Revenue Supervisor Page 4 of 5 Pages • Accounts payable policies and procedures for a public agency • Public relations techniques and procedures • Principles and practices of supervision and performance management • Modern office practices, procedures and equipment including a computer and applicable financial, statistical, database and billing and payment software Skill to: • 'Perform accurate data entry at a speed acceptable to complete work assignments in a timely manner, i.e. not less than 40 net w.p.m. • Perform 10 -key by touch • Utilize specialized computer software programs and implement system software changes Ability to: • Plan, assign, supervise and participate in the work of staff involved in utility billing, accounts payable and collections activities • Analyze and interpret accounting records • Prepare and present reports related to billing operations and financial condition • Prepare comprehensive, clear and concise accounting, statistical, cost and administrative reports • Analyze complex issues, evaluate alternatives and reach sound conclusions • Make adjustments to operating procedures as necessary to improve organizational effectiveness • Interpret, apply and explain a variety of rules, policies and procedures • Ability to select, train, supervise, evaluate and mentor assigned staff • Communicate clearly and concisely, both orally and in writing • Establish and maintain cooperative working relationships • Communicate effectively and deal diplomatically with irate persons and in difficult situations • Perform detailed numerical work with speed and accuracy and detect record - keeping and data entry errors • Compile and maintain accurate information, records, and files • Learn and utilize new technology Working Conditions: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard and 10 -key calculator. Additionally, the position requires near and color vision in reading correspondence, City of Rohnert Park Utility Billing & Revenue Supervisor Page 5 of 5 Pages statistical data, and using the computer, and hearing is required when providing phone and face -to -face customer service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds in also required. Incumbent works in an office environment under the pressure of a variety of non - negotiable deadlines, is subject to frequent interruptions and may be required to interact with irate customers. FLSA Status: Exempt Employee Unit: Rohnert Park Employees' Association (RPEA) Approved By: City Council Date Approved: August 24, 2010