JOB POSTING- FULL-TIME DEPUTY CLERK
The Town of Churubusco is currently accepting applications for a full-time deputy clerk position. This position will be under the direction of the Clerk- Treasurer and employed within the Churubusco Clerk-Treasurer’s Office. Applications and a job description can be obtained by emailing Madalyn Sade-Bartl at madalyn@townofchurubusco.com. Applications will be accepted until 4:30 p.m. on May 21, 2021.
The following essential job functions comprise a summary of job duties, requirements, and responsibilities contained in the job description prepared for this position. The job description will serve as the primary document in the selection and hiring process and constitutes the context for incumbent job performance and evaluation. To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
JOB DESCRIPTION
DEPUTY UTILITY CLERK
General Purpose:
Appointed position which performs routine clerical, administrative, and data processing work in the area of utility billing, Town budget, and records. Collects receipts and processes customer inquiries.
Supervision Received:
Reports to the Clerk-Treasurer and works at his/her pleasure.
Supervision Exercised:
The deputy clerk may be required to supervise interns employed in the Clerk’s office when the Clerk-Treasurer is unavailable.
Essential Duties and Responsibilities:
The Deputy Clerk is primarily responsible for utility billing and collections. A successful candidate will be responsible for the following:
_ Maintain water meter reading books, updating customer and meter information as required.
_ Update utility billing system, requesting final readings and preparing final bills, as necessary, on change of ownership/residents.
_ Run credit checks on new customers
_ Prepare monthly water/sewer bills, including all required reports, and prepare the bills for processing. Email paperless customers.
_ Receive payments and enter same into the cash register. Check drop box. Balance cash drawer on a daily basis.
_ Collect and post receipts on a daily basis, printing the required reports and preparing the daily deposit.
_ Prepare past due notices and assist the utility personnel in the collection of the past due accounts.
_ Receive telephone calls and citizen inquiries concerning utility billing and services.
_ Maintain meter records and other data bases required to comply with IURC and State Board of Accounts regulations.
_ Schedules meter changes and provides schedule to Utility personnel.
_Sort daily mail and maintain contact with the post office regarding current postal regulations.
_ Answer over-the counter inquires and complaints, where possible, or refer customers to the appropriate official.
_ Maintain Park rental schedule book; distribute keys and follow-up with renters when keys are not returned
Other Duties may Include:
_ Collect payments on citations, permits, rentals, etc.; maintaining records of payments received. Post payments to computer system.
_ Bank reconciliation
_File necessary reports with state and county agencies including, but not limited to,
State Revolving Fund, State Board of Accounts, Indiana Department of Revenue, Whitley County Auditor, Whitley County Recorder, etc.
_ Prepare and mail all correspondence required for the non-payment of bills
_ Prepare bank deposits and maintain checking and savings account.
_ Maintain Town bond schedule, referring any necessary changes to the Clerk-Treasurer and Town Council.
_ Maintain office equipment and supplies
_ Attend meetings as required by the Clerk-Treasurer or Town Council
_ Prepare meeting minutes
_ Prepare bi-weekly payroll for Town employees.
_ Maintain and order office supplies.
_ Attend and assist in organizing Town sponsored events
_ Serve as a Notary Public
_ Prepare Accounts Payable vouchers and pay in accordance with payment schedules
_ Provide assistance to other departments as needed
_ Other duties as assigned.
Desired Minimum Qualifications:
Education and Experience:
High school diploma or GED equivalent required. Must pass a Notary Public exam within six months of hire. Some college coursework completed in business, accounting, or related field highly preferred. Consideration made for specialized course work in general office practices such as typing, filing, computers, accounting and bookkeeping, and two (2) years of data entry or other office work experience, or any equivalent combination of related education and experience.
Necessary Knowledge, Skills and Abilities:
Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures. Cash handling. Must pass a background check, drug screen, and can be bonded upon hire. Must have reliable transportation. Ability to enter data accurately; ability to establish effective working relationships with employees and supervisors; ability to work efficiently; ability to work with the public.
Tools and Equipment Used:
Personal Computer; copy machine; 10-key calculator; telephone; fax; email; credit card processing machines; Sensus meter software; Keystone Billing, Fund, and Payroll Software
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and stand; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk, talk or hear. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work Environment :
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The primary environment is an office environment. The noise level in the work environment can be somewhat noisy or silent. Town events may require the employee to be outside in unfavorable conditions such as, but not limited to, heat, rain, cold, and snow.
