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TITLE OF
CLASS: Utilities Secretary
TYPE OF
POSITION: Exempt Permanent
EFFECTIVE
DATE:
DESCRIPTION
OF WORK
General
Statement of Duties: Performs administrative, accounting, and support work
involving Utilities Department
operations.
Supervision
Received: Works under the general direction of the Utilities Board and the
administrative direction of the City Administrator.
Supervision
Exercised: Supervises and directs operations of the Utilities Clerk’s office and
any full or part-time Clerk’s assistants.
TYPICAL DUTIES PERFORMED
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Attends
meetings of the Utilities Board; arranges and prepares notification of
meetings as required by law; prepares Board packets and types agendas; records
minutes of all proceedings and maintains accurate and complete records of all
actions.
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Maintains
Utilities Department financial and accounting records, permit information,
etc.
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Determines
possible solutions to problems and presents alternatives for review by the
City Administrator.
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Receives
requests, complaints, and information from the public and either handles or
transmits to the appropriate person.
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Prepares and
types correspondence, reports, memos, letters, etc.
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Researches
information for projects, programs, etc., as needed.
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Attends
meetings and conferences on a variety of relevant topics.
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Works with
collection agencies, state and county agencies, and other municipalities to
solicit and provide information and coordinate Utility business.
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Completes and
submits state, federal, and county forms and reports.
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Sets up and
operates office computer systems for accounting, financial reporting, and
payroll.
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Types
vouchers, codes bills, types accounts payable list for Board approval, pays
bills and sends them out.
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Conducts
year-end closing of accounts; verifies accuracy of records.
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Calculates,
records, mails and collects bills for water, wastewater, and labor and
materials provided; reviews billings for collection; sends shut-off notices.
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Answers
questions and responds to complaints and discrepancies with bills.
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Maintains
updated customer account information, records cash receipts including coding,
adding, and verifying receipts, entering the receipts into the computer system
and recording in the ledger; and preparing reports for the Board and City
Administrator.
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Computes,
prepares and submits sales tax and MDH fees quarterly reports to the State.
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Greets the
public, provides information, answers questions, researches files, issues
permits.
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Reviews and
audits time cards, obtains necessary approvals and types payroll checks.
Tracks employee vacation and sick leave usage and accrual.
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Reconciles
bank statements and transfers or deposits money as needed; calculates passbook
savings; and determines money available for investment.
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Computes
payroll and submits federal, state, FICA, PERA, Medicare and insurance reports
for payroll withholding and sends to appropriate agencies.
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Distribute
gopher State one-call locations, reports the NLR’s to Gopher State one-call
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Maintains and
updates inventory records.
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Makes
photocopies and files as needed.
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Performs
other duties as apparent or as delegated.
KNOWLEDGE, SKILLS, AND ABILITIES
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Considerable knowledge of
accounting and billing practices and procedures.
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Considerable knowledge of modern
office practices, procedures, and equipment including operation of a personal
computer.
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Considerable knowledge of payroll
practices and procedures.
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Considerable knowledge of Utility
services, operations, and procedures.
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Working knowledge of laws, rules,
and regulations affecting the Utilities Department.
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Considerable ability to type and
enter information into an automated system with speed and accuracy.
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Considerable ability to communicate
effectively with City staff appointed officials, and the general public.
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Considerable ability to prepare
financial reports.
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Considerable ability to perform
mathematical calculations and maintain accurate records.
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Considerable ability to prioritize
work, research files, and problem solving.
MINIMUM QUALIFICATIONS
Three years of general ledger
accounting and/or bookkeeping experience. (An Associate degree in business or
accounting with a minimum of 30 college credits in accounting or bookkeeping can
substitute for one year of above experience; a bachelor’s degree in same can
substitute for two years of above experience.)
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