General Statement of Duties

Performs responsible administrative, clerical, and fiscal work requiring a comprehensive understanding of the Town's goals, services, and total operations. Serves as the Town Clerk in her absence. Serves as the clerk to the Planning Board and Board of Adjustments. Serves as Deputy Tax Collector.

 

Distinguishing Features of the Class

An employee in this class is responsible for providing reception, customer service, and accounts receivable work for the Town. Work involves heavy public contact functions and coordination with other departments within the Town's organizational structure. Work also requires working knowledge of the Town's utility customer service policies and field activities. Considerable tact and courtesy are required in these public contact functions. Work is performed under regular supervision and is evaluated through conferences, by review of appropriate records and reports, and the accuracy and thoroughness of assigned responsibilities.

 

Duties and Responsibilities

 

Essential Duties and Tasks

• Serves as telephone and visitor receptionist for Town Hall; directs visitors and calls to proper location.

• Sort and distributes mail; opens general mail and enters payments into the computer.

• Collects incoming revenue from utility customers, taxes, garbage, recycle, privilege license fees, and other sources; inputs collections into computer system; collects revenues in person, online, and through the mail; keys in account number.

• Assists customers with establishing utility accounts; describes and assists customers with utility, solid waste and other municipal services; takes deposits and answers general questions about utility services, taxes and other services.

• Performs inquiry on accounts to solve customer billing and payment problems; coordinates with utility billing staff as needed.

• Explains processes and fees to customers.

• Reconciles daily cash receipts with data entry by revenue account; prepares deposits, prepares report of revenues by type; prepares various logs and reports as needed.

• Performs general office support work including typing, word processing, maintenance of various logs and manual records and files, faxing, copying, and other tasks.

 

Additional Job Duties

Assists and backs up Town Clerk, serving in that capacity in her absence.

Serves as deputy tax collector.

Serves as clerk to the planning board and board of adjustments.

Performs related duties as required.

 

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

• Working knowledge of local policy and state statutes regarding property tax collections, privilege tax and fees collections, utility billing and utility maintenance.

• Working knowledge of standard operating practices involved in modern office operation and serving the public.

• Working knowledge of computer operations and their application to collections and accounts maintenance.

• Ability to deal effectively with the public in a tactful and effective manner.

• Ability to create and maintain accurate records, reports, and files in support of a customer-oriented operation.

• Ability to operate calculator, computer terminal, typewriter, cash register, and related office equipment.

• Ability to establish and maintain effective work relationships. Accuracy in the entry of data and compilation of records.

• Ability to assist pulling records for audit purposes and compliance.

 

Physical Requirements

Must be able to physically perform the basic life operational functions of stooping, kneeling, crouching, reaching, standing, walking, pulling, fingering, grasping, feeling, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Must possess the visual acuity to work with data and figures, operate a computer terminal, and work with detailed use of the eyes.

 

Desirable Education and Experience.

Graduation from high school, supplemented by courses in business or accounting, and some experience in a collections or billing operation involving heavy public contact; or an equivalent combination of education and experience.