HRSD Position Description: Accounts Receivable Specialist

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1 HRSD Position Description: Accounts Receivable Specialist Section I. Position Reference Information a. Department Finance and Administration b. Division Customer Information Services c. Position Title Accounts Receivable Specialist d. Immediate Supervisor Chief of CIS e. Work Center Customer Information Services f. Grade 6 Section II. Section III. Position Summary Under broad guidance, the Accounts Receivable Specialist is responsible for: a. Supervising the daily activities of the Accounts Receivable Technicians b. Ensuring the accounting integrity of financial transactions relative to the three business models where HRSD provides bill calculation and customer accounts receivable management services c. Maximizing the utilization of work center employees as well as existing and emerging technologies to efficiently and effectively discharge the responsibilities of the HRUBS Accounting work center d. Provides leadership using HRSD Quality techniques to promote teamwork and collaborative problem solving Examples of Position Duties a. Develops the deadlines, priorities and work assignments relating to the daily responsibilities of the HRUBS Accounting work center with regard to HRSD policies, and applicable local, state and federal laws, statutes and regulations b. Provides leadership, encourages professional development, provides training and support in work methods, practices and procedures relating to accounts receivable c. Works with front line employees to establish work schedules and organize workloads d. Develops and maintains statistics and reports through in-depth analysis of daily activities e. Keeps CIS Chief, Managers, and Supervisors informed on daily activities, controversial matters, or decisions associated with unusual situations f. Daily reconciliation of inbound billing records from jurisdictions using bill file reconciliation report and other tools as necessary g. Communicates with CIS work centers to resolve outstanding issues h. Confirm the integrity of electronic payment files from banking and third party payment institutions i. Review HRSD accounts receivable activity using aging, roll forward and general ledger reports j. Review and assure accuracy of outbound interface files for participating jurisdictions and payment services including general ledger and account balance information k. Identify and research unusual account activity including billing adjustments and customer refunds l. Resolve issues as needed for customer refund and general ledger applications m. Authorize customer refunds after reviewing accounts n. Perform reallocation adjustments as needed Page 1 of 5

2 o. Generate manual entries as necessary p. Generate daily ACH transfer detail using applicable reporting tools available with CC&B q. Communicate information to Accounting and Finance and local jurisdictions r. Create reports as required using Crystal Reports or other available reporting tools s. Provide support for external auditors as needed t. Exhibit extensive working knowledge of CC&B software u. Performs other duties as assigned Section IV. Position Contacts a. Standing Committees, Boards, and Organizations a) Member CIS Quality Steering Team (QST) b) Member CARS Team b. Internal Contacts Contact Purpose Frequency CIS Frontline Develops deadlines, priorities, and work Daily assignments relating to daily responsibilities of the HRUBS Accounting work center CIS Admin Staff Keeps them informed on daily activities, Daily controversial matters, or decisions associated with unusual situations A & F Resolution of issues related to the posting of Daily customer accounts receivable and cashiering transactions to the general ledger. Provide monthly bank reconciliation and annual external audit support Human Resources Personnel matters including recruiting and As Needed hiring as well as disciplinary actions regarding front line staff Information Technology Division (ITD) Resolve issues relating to the hardware, network and communications technologies which support CIS applications Daily c. External Contacts Contact Purpose Frequency Water & Wastewater Daily reconciliation of inbound billing records Daily Utility counterparts using bill file reconciliation report and other tools necessary Banking & Third Party Confirm the integrity of electronic payment files Daily Bill Payment Institutions HRSD / HRUBS receives HRSD / HRUBS Resolve issues as needed for customer refunds Weekly Customers Auditors Provide support as requested related CIS operations Annually Page 2 of 5

3 Section V. Section VI. Position Accountabilities and Expectations a. Compliance All policies, procedures, and activities of CIS comply with HRSD policies and procedures b. Financial Management The billing and collecting for HRSD provided services (wastewater treatment, water quality analysis, administrative fees, etc.) is prompt and accurate; updates to the HRSD general ledger are timely, proper and supported with appropriate audit trails; collecting services HRSD provides for jurisdiction business partners are properly managed to ensure timely and accurate billing and collections; data needed to update the jurisdiction general ledgers is appropriately provided c. Process Management Productivity and performance metrics are established and monitored to ensure operational efficiency and to ensure that operational goals and deadlines are met d. Human Resource Management Employees are effectively utilized and scheduled; security of confidential information is maintained; staff is coached in current performance and developed to take on more responsibility through ongoing challenges, opportunities, and training; training and development is visibly supported and provided; work environment promotes individual accountability and personal excellence as well as team oriented approach that facilitates cross-training of CIS front line staff to achieve greater productivity, operational redundancy, personal growth, and flexibility in meeting workflow challenges e. Customer Satisfaction Results of ongoing customer feedback (internal and external) and customer outreach efforts indicate that the CIS Division provides quality service and is meeting the needs of the region in a timely manner; customers and employees are treated with courtesy, dignity and respect as indicated by customer comments f. Timeliness Effectively manages front line workload to meet established deadlines; ensures prompt and diplomatic resolution to customer requests (internal and external) receive prompt response and assistance from CIS staff; disputes are resolved in a timely manner to minimize negative impact on HRSD Working Conditions a. Must have the ability to work at a supervisory level in a team-oriented environment b. Must be able to lead employees to multi-task in a fast-paced, dynamic, customer-focused and deadline-driven office environment c. Must be able to work overtime and/or unusual hours as circumstances dictate d. Must be able to travel to locations within the HRSD service area on occasion Section VII. Physical Requirements a. Must have the physical dexterity to accomplish the duties defined herein b. Work requires light lifting ability (20 to 50 pounds) c. Less than 20% of work involves standing, walking, climbing or bending d. Must be able to operate a ten-key calculator e. Must be able to sit for long periods at desk or in meetings f. Must be able to drive a vehicle Section VIII. Other a. Medical certification of physical requirements may be required b. Must be currently authorized to work for any U.S. employer Page 3 of 5

4 Section IX. Qualification Standards a. Education 1. a) Associate s degree in Business b) Completion of college level accounting courses including Intermediate Accounting II 2. Desired Bachelor s degree preferred or equivalent education and experience to match this requirement b. Experience 1. a) Minimum of 4 years increasingly responsible experience in bookkeeping, related internal controls, and office operations b) Minimum of 4 years experience which involve work that is mission critical, and time sensitive to include developing statistics through independent analysis and proficient use of standard PC software to produce reports/graphs/charts c) Demonstrated experience in conflict resolution in customer/supplier relationships 2. Desired a) Prefer accounting experience to be in customer accounts receivable b) Demonstrated ability to establish and maintain effective working relationships with county officials and employees, vendors, suppliers, contractors, the general public, and other professionals in the business community c) Demonstrated proficiency at an intermediate level in Microsoft Office Software, including MS Outlook, Visio, and PowerPoint c. Training Levels Personnel are fully qualified at a Grade 6 with an Associates degree in Business and Accounting courses through Intermediate Accounting II; failure to satisfactorily and continually progress through training levels will result in removal from the position and potentially employment with HRSD a) Grade 6a - Completion of 3/4 of the Associates Degree & 3 years b) Grade 6b - Completion of 1/2 of the Associates Degree & 2 years c) Grade 6c - Completion of 1/4 of the Associates Degree & 1 year of d) Grade 6d - Entry Level qualifications d. Job-specific Technical Competencies a) Knowledge of standard office procedures, practices, equipment, the Enabling Act, Fair Credit and Collections Law, banking regulations, accounting principles, HRSD Rate Schedule, Procurement and Human Resources Policies/Procedures, Fair Credit and Collections Law, banking regulations, National Automated Clearing House Association (NACHA) guidelines b) Ability to develop and maintain highly effective business relationships with all HRSD Directors, Chiefs, Managers, employees, customers, and jurisdictions Page 4 of 5

5 c) Seeks improvements and commitment of staff through quality management processes, consensus-building and collaboration, teambuilding concepts d) Plans, organizes, motivates and directs the work of subordinates. e) Communicates effectively verbally and in writing f) Problem-solves and works with the public in a courteous, diplomatic, and tactful manner e. Job-specific Behavioral Competencies Sets Clear Performance Goals a) Clearly communicates expectations for results, timeliness, quality and other important parameters b) Establishes deadlines for delivery of results c) Evaluates, determines and refines roles, responsibilities and expectations related to various projects throughout the organization; insists on and insures clarity of role and/or functions f. Special Licenses Valid Driver s License from state of residence Page 5 of 5

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