Accounting & Billing Manager

Position Summary:

Under minimal direction of the Chief Financial Officer (CFO), the Accounting and Billing Manager is responsible for planning, managing, and overseeing the activities of the Utility Billing division, citywide cashiering function, and monitoring and analyzing revenue sources of the City. This position, in conjunction with the CFO and Finance Manager, will oversee financial management and reporting functions. These responsibilities include, but are not limited to, general accounting; monitoring and reporting for operating and capital budgets; cash and investment management; accounts receivable; accounts payable; reporting for capital/fixed assets; grants accounting and reporting; financial statement preparation and reporting; internal controls; debt management including accounting and reporting for bond and other debt issuances and refunding; purchasing and other financial functions of the City. This role also oversees all aspects of billing, payment collection, cash balancing, and customer relations. Additionally, this position is responsible for maintaining the records of the utility customers, which include: meter reading data or books, billing ledgers, payment posting, consumption history, sewer billing, reports, and meter test records and control journals in accordance with generally accepted accounting standards, and is required, at times, to perform a variety of related clerical tasks. Work involves contact with both internal and external customers, thus requiring good interpersonal skills and the ability to exercise discretion.

Duties and Responsibilities:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class. Accounting Oversees, provides guidance, and is hands-on involved in the accurate processing and recording of financial transactions, including interfacing financial transactions from various City systems such as utility billing, municipal court, building permits, planning and development, parks, police, library, etc., to the City's accounting and financial management system; Monitors and reports on the City's revenues and expenditures, responsible for the compilation of monthly, quarterly, and year-end financial statements, preparation of general ledger account analyses, accounting treatment determinations, and maintaining the City's financial records; Oversees and manages the City's cash management program by monitoring cash balances in the City's depository accounts and appropriately invests all idle cash balances, providing the necessary liquidity to meet both short-term and long-term cash flow requirements while providing competitive yields and ensuring compliance Policy and PFIA requirements; monitors and reports on the City's investments; Responsible for maintaining accounting and financial reporting structure, including updating the chart of accounts; takes the lead to ensure transactions are recorded and accounted for correctly and in accordance with GASB standards; Provides leadership in the implementation of technology and administrative solutions to improve work processes; Responsible for improving and strengthening internal controls; interpreting and implementing GASB pronouncements and standards; and eliminating opportunities for audit findings; Make recommendations to and confer with the Chief Financial Officer in matters relating to fiscal and budgetary policies of the City; advise City departments on proper financial procedures; Assists as required for emergency/disaster management; Prepare regular and special reports for financial and investment information as scheduled or requested by other Departments; and Serves as a backup for payroll processing and related functions, including assisting with payroll preparation, review, and processing as needed to ensure continuity of operations, accuracy, and compliance during absences, peak periods, or emergency situations. Perform other duties as assigned. Utility Billing Oversee daily operations, activities, and programs of the Utility Billing division, which includes: Supervising staff, which includes prioritizing and assigning work; coaching and providing feedback; ensuring staff is trained; ensuring that policies and procedures are followed; Maintaining the city's utility billing system, including processing of new accounts, pro-rating bills, importing meter readings, processing changes of ownership, preparing bills, and processing adjustments as required. Establishing schedules to ensure accurate meter readings and timely bill generation. Helping maintain and foster an environment that facilitates a helpful, effective, and professional philosophy of the City. Addressing customer inquiries, changeovers, and routine questions received by telephone calls, emails, written correspondence, and at the counter. Managing the ACH processing of accounts monthly. Monthly review of the City's delinquent accounts for shut-off notifications. Initiating and following up with work orders to correct issues with metering usage. Preparing daily cash deposits and balancing to the Utility Billing entry. Perform the more complex billing duties of the Utility Billing division, including:

Resolution of customer complaints. Interpreting administrative policies. Resolving payment and service issues. Coordinating the division's activities with other City departments and divisions. Oversees and participates in the development of, monitors, and resolves issues in the Utility Billing division budget. Other Duties Prepare monthly, quarterly, annual, and non-routine reports. Staff, train, supervise, evaluate, discipline, and direct responsible positions tasked with billing customers, collecting payments, and resolving problems for utility accounts. Initiate personnel actions and evaluate employee performance to sustain a professional and courteous staff. Establish and maintain a variety of complex files, filing and retrieving information as requested or otherwise necessary. First responder when greeting visitors and answering phones at City Hall, and directing them to the proper offices. Oversee various customer service and administrative duties, such as receiving, sorting, and distributing incoming mail and inventorying, ordering, and stocking office supplies. Enter daily receipts in cash receipt software and prepare bank deposit. Provide back-up to other positions and duties in the Utility Billing Division and Finance Department, and other duties as assigned. Maintain prompt and regular attendance.

KNOWLEDGE, SKILLS & ABILITIES

Governmental accounting principles and practices. Principles and practices of public investing. Interfacing with banking transactions. Audit principles and regulations. Account analysis and reconciliation. Principles and practices of municipal budget preparation and variance analysis. Grants management. All utility billing and sanitation ordinances approved by Council and are responsible for updating these ordinances, as appropriate. Local Government Code relating to Utility Bill and Sanitation. Communicating clearly and effectively, both orally and in writing. Providing customer service. Manage time well, be highly organized, and plan work assignments effectively to maintain a smooth flow of record keeping and information processing. Prepare clear and concise statistical and financial reports. Work with software related to accomplishing the accounting functions, including spreadsheets and various computer applications. Establish successful working relationships. Perform arithmetic computations accurately and quickly. Use modern office technology, including a personal computer. Possess a high-level working knowledge of Administrative Orders, City Ordinances, policies, procedures, Federal, State, and Local laws, and be able to ensure proper application by subordinates Understand and display behaviors consistent with servant leadership To perform the essential functions of the job, must have good hand-eye coordination to operate equipment (vehicles, telephones, copying machines and other office machines, etc.); endure extended periods of exertion and sit for long periods of time; follow verbal and written directives; communicate courteously and effectively with other people; must exercise good judgment and make competent decisions; must be able to maintain confidentiality with public information, vendor confidentiality, and personnel matters Encourage and facilitate a harmonious working environment; therefore, the following interpersonal and personal characteristics are expected: Displays enthusiasm for the job, which includes attendance, performance, and conduct. Ability to work effectively and cohesively with others; Displays courteous, respectful, and polite demeanor towards co-workers and members of the public; and, Recognizes the importance of being a team member who creates a positive working environment

Qualifications:

MINIMUM QUALIFICATIONS

An equivalent combination of education, experience, certifications, and training may be considered. Bachelor s degree from an accredited college or university with major course work in accounting, finance, business administration, or a related field preferred. Two (2) years of increasingly responsible accounting experience; governmental fund accounting experience preferred One (1) year of administrative or lead supervisory responsibility preferred Valid driver's license