Job Description

Utility Administrative Assistant

The Utility Administrative Assistant supports the financial, administrative, and customer service functions associated with billing operations for the Cudahy Water Utility. Under the direction of the Water Utility Manager (operations & policy direction) and the Director of Office Services (financial oversight), this position is responsible for ensuring accurate billing, effective communication with customers, and compliance with requirements of regulatory bodies such as the Public Service Commission (PSC), Department of Natural Resources (DNR), Environmental Protection Agency (EPA), Milwaukee Metropolitan Sewerage District (MMSD), and others.

Age: 18 years of age or older.

Work Hours: Full time 40 hours per week Monday through Friday. Generally, 7:30 a.m. to 4:30 p.m.

Benefits: Wisconsin Retirement Fund, health, dental, vision, life and disability insurance, sick, holiday and vacation days. This is a nonunion, non-exempt position. Wages are determined by the Common Council on an annual basis based on performance and skill.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not intended to be all-inclusive. Other duties may be assigned as required.

Billing Operations

• Prepare and process all monthly water and utility bills.
• Issue past due notices and manage delinquent accounts.
• Implement payment plans with customers as required.

Customer Service

• Respond to inquiries regarding bills and utility services via phone, email, and in-person.
• Resolve customer complaints and provide detailed service explanations.
• Serve as frontline backup for other City Departments as required (Inspection, Public Works office, etc.)

Financial Management

• Assist in preparing financial reports and statements for audits.
• Support budget monitoring and provide financial data to the Water Utility Manager and Director of Office Services.
• Coordinate with external auditors for financial reviews and compliance checks.

Administrative Support

• Maintain accurate records of customer accounts and billing information.
• Coordinate field and water plant operations with staff as needed.
• Assist with preparation of utility-related documents, reports, and submissions to regulatory bodies.
• Manage inventory and requisition supplies as necessary.

Regulatory Compliance

• Ensure adherence to state and federal regulations governing utility billing and service provision.
• Prepare and submit required reports to regulatory agencies.

System Management

• Operate and troubleshoot billing software and other related computer systems.
• Implement updates and improvements as needed in coordination with IT.

Qualifications

Experience

• Experience in billing or customer service preferred, but not required.

Education and Certifications

• High School Diploma required.
• Certificate(s), associate or bachelor's degree in bookkeeping, accounting, business or public administration or closely related field preferred but not required.
• Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of this position will also be considered.

Knowledge, Skills and Abilities

• Proficient in Microsoft Office suite of software.
• Excellent communication skills, both written and verbal.

Physical Demands & Working Conditions

• Predominantly indoor office environment.
• Occasionally required to lift and carry up to 20 pounds.
• Normal office equipment usage such as computer, scanner, and telephone.

The physical demands described here are representative of those that must be met by the 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.

Equipment Used

Calculator, copy machine, PC, fax machine, printing equipment, multi-line telephone and postage machine.

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