Utilities/Taxation Clerk - Closes Dec 8

Position Summary

The Utilities/Taxation Clerk provides administrative support to the Finance Department.  This dual role will prepare and issue utility and taxation invoices, maintain utility and taxation client files and customer accounts, ensure all utility and taxation records are accurate and facilitate utility service/work orders. This role requires organization, multi tasking, the ability to be friendly but firm and to maintain confidentiality and protect personal information.

Key Duties and Responsibilities

Utilities

1. Maintains customer account files and creates new files as required by entering customer changes to accounts, prepares and processes final accounts as required.
2. Prepares monthly utility bills paper or electronic and send out.
3. Reconciles utility sub ledger to general ledger and reviews historical trial balance for the billing period.
4. Prepares billing adjustments and journal entries as required for approval.
5. Receives and enters utility payments into finance system, prepares pre-authorized payments and checks for accuracy.
6. Maintains customer account files and creates new files as required by entering customer changes to accounts, prepares and processes final accounts as required.
7. Tracks and maintains accounts that are in arrears, posts penalties (monthly), prepares warnings, initiates cut-off notices and reconnections as required by bylaw; monitors account activity and arrears agreements for unusual activity or compliance.
8. Working with Operations on utility matters including maintaining records related to work orders, disconnects and reconnects.
9. Apply fees as per Municipal Bylaw for all overdue utility accounts.
10. Occasionally assist with Accounts Payable with invoicing
11. Performs other duties as assigned by the Director of Finance

Taxation

1. Enters and implements land titles changes and maintains tax roll; accordingly, assists assessor with tax roll information; obtains land title data from SPIN data base.
2. Creates new tax roll numbers and coordinates same with the assessor.
3. Analyzes and reconciles assessment and property tax data bases to determine the impact of changes on the tax base.
4. Processes and reconcile tax routines such as pre-authorized payments, preparation of penalty batches, title changes, invoicing, mortgage holder information and year-end procedures.
5. Ensures that tax recovery processes occur within the Municipal Government Act and that all documents are filed in an accurate and timely fashion; ensures that tax sales are advertised according to bylaw and legislative requirements.
6. Assists customers with tax related question at the front counter or by telephone
7. Prepare tax searches and certificates.
8. Performs other duties as assigned by the Director of Finance

Knowledge, Abilities and Skills

• Knowledge of municipal utility and taxation practices, policies and bylaws.
• Knowledge of accounting practices related to the work.
• Knowledge of assessment practices and procedures.
• Knowledge of leases, encroachments, subdivision, consolidation and land title ownership matters.
• Ability to communicate effectively in both oral and written forms.
• Ability to operate a variety of office equipment and machines such as printers, inserters/sorters, scanners, debit machines, photocopiers, laminators, labellers, postage meters, calculators and multi-line telephone systems.
• Ability to handle and resolve customer enquiries and complaints.
• Ability to work with minimal supervision.
• Skill in the use and application of office computers and software such as Microsoft Office (Outlook, Word, Excel), Diamond, and other related programs and software.
• Skill in meeting and dealing effectively with the public.

Education and Experience

This position requires the following minimum qualifications:

• High school diploma supplemented with a two-year diploma in Accounting or a related discipline.
• Two year of working experience in an accounts receivable preferably in utility and tax role.
• Must have or be able to obtain the Property Taxation and Assessment course.

Municipal experience considered an asset.

Independence and Scope of Impact

Decisions and problems are varied and require the incumbent to use some judgement and discretion within policy, codes, and/or legislation. Supervision can be consulted in cases where several options are available.

Decisions and actions could result in significant losses of time and resources or cause some embarrassment within the organization.

Contacts

Internal - Regular contacts are maintained with Department Heads and co-workers to share information.

External – Significant contacts are maintained with the public, involving the exchange of information, settling requests and clarifying information with regard to the Utility accounts and levy. Regular contacts are maintained with the public, law firms, realtors and other outside agencies regarding the exchange of information as well as Tax Assessor.

Supervision Given

Supervisory or specialist advisory responsibilities are not normally part of the job, but there may be a requirement to show others how to perform the work.

Working Conditions

The work is performed in a typical office environment.  The incumbent is required to sit for several hours during the day and involves frequent use (many times a day) of computers for up to an hour each time.  The nature of the work demands that the incumbent be interrupted regularly by phone calls or customers requesting service at the counter.