04-09-2018 Council Meeting Packet

Home Search

CITY COUNCIL AGENDA ITEM 2A STAFF ORIGINATOR: Sarah Cotton, Finance Director MEETING DATE: April 9, 2018 TOPIC: Accounting Clerk/Utility Billing Position VOTE REQUIRED: 3/5 BACKGROUND Councilmember Rafferty has requested that this item be placed on the agenda for discussion by the Council. The Accounting Clerk/Utility Billing position became vacant when Lynn Francis retired on March 23rd. The position was posted on Monday, March 19, 2018, and will close on Tuesday, April 10, 2018. This position is responsible for maintaining a customer database of approximately 5,100 utility accounts. The City of Lino Lakes bills customer accounts on a quarterly basis, with 1/3 of the city being billed each month. The clerk is responsible for calculating, generating, printing, and mailing the monthly billings. This position is also responsible for setting up all new accounts, based on information received from the Building and Utilities Department(s), current or future residents, and/or title companies. The Utility Billing Clerk schedules final meter readings and prepares final billings. The clerk is responsible for the daily cash receipting process for utility billing; including the daily reconciliation to the general ledger system. Any delinquent accounts are reviewed on a monthly basis, with late fees applied, and collection notices sent, as appropriate. This position is heavily focused on customer service. The clerk responds to several customer inquiries a day regarding utility accounts. This position is responsible for researching and resolving any customer issues based on established policies and procedures. The clerk is responsible for the annual winter re-averaging of all sewer charges and the annual certification process for delinquent utility accounts. The clerk is responsible for maintaining and preparing any audit work papers associated with the utility billing process. Finally, this position is responsible for the maintenance of the cities Fixed Asset System. The clerk processes any additions, dispositions, transfers, and depreciation of assets. The clerk also prepares any audit work papers associated with the Fixed Asset process. RECOMMENDATION No specific action is requested of the council at this time.