AGENDA
ITEM
12 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
CITY COUNCIL
AGENDA STAFF REPORT
DATE: April 17, 2024
TO: Mayor and City Council
APPROVED BY: Esperanza Colio Warren, City Manager implete PREPARED BY: Denise aria, Manasa
Sandra Fonseca, Interim Finance Director
SUBJECT: Approval and Adoption of the Utility Billing Officer Job Description As Recommended by the State Auditors and Relevant Salary Range and Approval and Adoption of the Revised Revenue Officer Job Description ==============
Recommendation:
Approve and adopt the Utility Billing Officer job description as recommended by the State Auditors and relevant salary range and approval and adoption of the revised Revenue Officer job description.
Background:
The City's utility billing services are processed by the City's Finance department and performed by the Revenue Officer who also currently oversees the business license application and renewal process.
The State Auditing department has evaluated the practices of the existing methods in which utility billing is managed and operated. As part of an agreement with the State, City Administration has accepted the State's recommendation to establish one dedicated utility billing position within the City's Finance Department and to separate the duties of the existing Revenue Officer. The new Utility Billing Officer position will be responsible for ensuring compliance with the City's Water Shutoff Protection Act and Consent Judgment policy that will also come to Council for approval. The Revenue Officer will continue to oversee the Business License functions and operations under the revised job description.
Discussion and Analysis:
The City allocated one (1) full time permanent Utility Billing Officer position in anticipation of the State's recommendation for the fiscal year of 2023/24. An approved job description and salary range must be approved prior to the recruitment and/or hiring process being initiated for the Utility Billing Officer. This will also allow supervisory staff to set performance measures and organize accountability with the new position and ease the completion of annual evaluations. The Revenue Officer job description has been revised to reflect the separation of the former duties.
Fiscal Impact:
None.
Coordinated With:
C.M.E.A. Representatives
Attachments):
1. Exhibit A Utility Billing Officer Job Description
2. Exhibit B Revenue Officer Job Description
2 CALEXICO
CITY OF CALEXICO
CLASS TITLE: UTILITY BILLING OFFICER
MONTHLY: $3,467- $4,214 RANGE: G-26
BASIC FUNCTION:
Under the direction of the Finance Director, perform a variety of clerical, accounting, record- keeping, and customer service duties in support of City utility billing functions; serve as a liaison and technical resource concerning utility billing.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Perform a variety of clerical, accounting, record-keeping, and customer service duties in support of City utility billing functions; resolve utility billing issues, complaints, and conflicts in a proper and timely manner.
Serve as a technical resource to staff, outside agencies, and the public concerning City utility billing; respond to inquiries and provide technical information concerning related processes, ordinances, standards, requirements, rules, regulations, codes, policies, and procedures.
Compile data and information and prepare and maintain a variety of records and reports related to accounts, revenue, billings, work orders, meters, fees, adjustments and assigned activities; prepare and distribute billings and statements for City services.
Maintain, review, and adjust assigned accounts; monitor and update accounts and ledgers to reflect income and expenditures; balance and reconcile various accounts as directed; calculate, assemble, match, sort, review, verify and post a variety of financial and statistical data.
Prepare annual reports identifying tasks performed where assistance was provided to residents to avoid water shutoffs in compliance with the Water Shutoff Protection Act and the Consent Judgment.
Serve as a liaison between the City, local businesses, outside agencies and the public concerning utility billing functions; visit local businesses to request and provide information and inspect activities.
APRIL 2024
Identify water accounts in violation of water ordinances and refer to the appropriate department for enforcement actions.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; generate various computerized documents, invoices, statements, and reports; assure accuracy of input and output data.
Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; drive a vehicle to conduct work.
Provide input concerning the review and revision of Utility Billing Ordinance; evaluate and provide recommendations concerning priorities and problem resolution.
Compose, prepare, process, and distribute a variety of forms and correspondence related to assigned activities.
Confer and collaborate with refuse meter reading activities with the Water department as appropriate.
Schedule utility turn-offs and arrange meter reading activities with the Water department as appropriate.
Ensure compliance with each term of the Consent Judgment water shutoffs and utility billing practices.
OTHER DUTIES:
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Customer service practices, procedures, and techniques.
Methods, procedures, and terminology used in technical accounting work.
Financial and statistical record-keeping techniques.
Preparation of financial statements and comprehensive accounting reports.
Policies and objectives of assigned programs and activities.
Modern office practices, procedures, and equipment.
Operation of a computer and assigned software.
Methods of collecting and organizing data and information.
Oral and written communication skills.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Mathematic calculations.
APRIL 2024
ABILITY TO:
Perform a variety of clerical, accounting, record-keeping, and customer service duties in support of City utility billing functions.
Serve as a liaison and technical resource concerning utility billing.
Understand and resolve utility billing issues, complaints, and conflicts.
Provide a variety of services to assure community compliance with the Utility Billing Service Ordinance.
Independently operate the City's utility management software.
Maintain accurate financial and statistical records.
Compile and verify data and prepare reports.
Maintain, balance, update and adjust accounts.
Assemble, organize, and prepare data for records and reports.
Compare numbers and detect errors efficiently.
Learn, interpret, apply, and explain laws, codes, rules, regulations, policies, and procedures.
Operate standard office equipment including a computer and assigned software.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Perform arithmetic calculations quickly and accurately.
EDUCATION AND EXPERIENCE:
Graduation from high school, or equivalent, and three years clerical experience including work with accounting and customer services functions is required. At least one year of utility billing and/or municipal accounting experience is desirable.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver's license. Attend necessary training to operate the City's utility management software. Attend required Water Shutoff Protection Act and the Consent Judgment compliance meeting(s) within thirty (30) days of hire.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.
Driving a vehicle to conduct work.
PHYSICAL DEMANDS:
Hearing and speaking to exchange information.
Dexterity of hands and fingers to operate a computer keyboard.
Seeing to read a variety of materials.
Sitting or standing for extended periods of time.
Bending at the waist, kneeling, or crouching to file and retrieve materials.
APRIL 2024
I'DO CALEN CALEXIC,
CITY OF CALEXICO
CLASS TITLE: REVENUE OFFICER
MONTHLY: $3,467 - $4,214 RANGE: G-26
BASIC FUNCTION:
Under the direction of the Finance Director, perform a variety of clerical, accounting, record-keeping, and customer service duties in support of City business license; serve as a liaison and technical resource concerning business licenses.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Perform a variety of clerical, accounting, record-keeping, and customer service duties in support of City business license functions; resolve business license and issues, complaints, and conflicts in a proper and timely manner.
Serve as a technical resource to staff, outside agencies, and the public concerning City business licenses; respond to inquiries and provide technical information concerning related processes, ordinances, standards, requirements, rules, regulations, codes, policies, and procedures.
Provide a variety of services to assure proper implementation of and community compliance with the Business License Ordinance; advise proprietors concerning business license renewals; assist the public with completing related forms, applications, and paperwork.
Compile data and information and prepare and maintain a variety of records and reports related to local businesses, business licenses, accounts, revenue, billings, fees, adjustments and assigned activities; prepare and distribute billings and statements for City services.
Maintain, review, and adjust assigned accounts; monitor and update accounts and ledgers to reflect income and expenditures; balance and reconcile various accounts as directed; calculate, assemble, match, sort, review, verify and post a variety of financial and statistical data.
Coordinate field inspections and surveys to determine validity of business licenses and identify unlicensed businesses; review newspapers and other publications to identify business activities requiring compliance with City business license codes.
Obtain new sources of revenue by identifying City agencies providing services in City commercial APRIL 2024
rental property, outside real estate agencies and other areas of commerce; establish and maintain contact with local businesses to facilitate and enhance City revenue through sales tax.
Compare sales tax with business licenses to assure City is receiving appropriate revenue from sales tax; calculate tax assessments for new and existing businesses; compile and assemble information regarding delinquent accounts for possible legal actions.
Serve as a liaison between the City, local businesses, outside agencies, and the public concerning business license functions; visit local businesses to request and provide information and inspect activities.
Identify businesses in violation of business license ordinances and refer to appropriate departments for enforcement actions.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; generate various computerized documents, invoices, statements, and reports; assure accuracy of input and output data.
Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; drive a vehicle to conduct work.
Provide input concerning the review and revision of the Business License Ordinance; evaluate and provide recommendations concerning licensing priorities and problem resolution.
Compose, prepare, process, and distribute a variety of forms and correspondence related to assigned activities.
OTHER DUTIES:
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Customer service practices, procedures, and techniques.
Methods, procedures, and terminology used in technical accounting work.
Financial and statistical record-keeping techniques.
Preparation of financial statements and comprehensive accounting reports.
Policies and objectives of assigned programs and activities.
Modern office practices, procedures, and equipment.
Operation of a computer and assigned software.
Methods of collecting and organizing data and information.
Oral and written communication skills.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Basic public relations techniques.
Mathematic calculations.
APRIL 2024
ABILITY TO:
Perform a variety of clerical, accounting, record-keeping, and customer service duties in support of City business license functions.
Serve as a liaison and technical resource concerning business licenses.
Understand and resolve business license issues, complaints, and conflicts.
Provide a variety of services to assure community compliance with the Business License Ordinance.
Coordinate field inspections and surveys to determine validity of business licenses.
Maintain accurate financial and statistical records.
Compile and verify data and prepare reports.
Maintain, balance, update and adjust accounts.
Assemble, organize, and prepare data for records and
reports. Compare numbers and detect errors efficiently.
Learn, interpret, apply, and explain laws, codes, rules, regulations, policies, and procedures.
Operate standard office equipment including a computer and assigned software.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Perform arithmetic calculations quickly and accurately.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school and three years clerical experience including work with accounting and customer service functions. At least one year of business license invoicing and/or municipal accounting experience is desirable.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver's license.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.
Driving a vehicle to conduct work.
PHYSICAL DEMANDS:
Hearing and speaking to exchange information.
Dexterity of hands and fingers to operate a computer keyboard.
Seeing to read a variety of materials.
Sitting or standing for extended periods of time.
Bending at the waist, kneeling, or crouching to file and retrieve materials.
APRIL 2024