The Office Specialist, under direction of the Director of Public Works, is responsible for the policies and procedures used to bill Township water and sanitary sewer customers. The Office Specialist provides information, researches problems, and performs collection and credit arrangement activities to ensure the proper handling of accounts.

This position handles the more difficult, complex, or sensitive customer account issues by taking responsibility for resolving escalated customer disputes and long-term credit payment arrangements to minimize lost revenue to the Department. The Office Specialist ensures that practices are in accordance with accepted accounting techniques and legislative requirements; Recommends methods to increase efficiency of billing programs and customer service; Prepares and/or assists in the preparation of a variety of financial reports and documents for Township use; Performs special projects; and Assists in the presentation of a variety of financial reports and documents as requested.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.

• Responsible for processing the utility billing of Independence Township water and sewer customers. Also responsible for billing water customers in the City of the Village of Clarkston.
• Update customer records including name, mailing address and phone number changes.
• Update meter information in the customer accounts which includes meter upgrades, correcting estimated and incorrect meter reads, entering pertinent notes on customer records.
• Add new residential and commercial customers for water and/or sewer connections.
• Prepare amortization schedules for new customers for connection and/or capital fees and monitoring customer account until fees are paid in full.
• Prepare release of liens when required.
• Create and process all work orders through CityWorks for water and sewer functions.
• Schedule meter reading processes each quarter.
• Reverse NSF payments and assess a penalty to the account.
• Process refunds for overpayments or double payments.
• Complete monthly and year-end re p o r t s regarding utility billing.
• Answer customer billing questions.
• Review meter reads for incorrect or missing meter reads.
• Process final bills and set up new accounts.
• Coordinate work on metering and repairs with customers and field staff.
• Send out flushing notices in the spring and fall to all affected customers.
• Process all water/sewer permit applications for both residential and commercial properties.
• Prepare all hydrant permits.
• Complete monthly I W C sewer reports for the Township and Great Lakes Water Authority.
• Prepare quarterly sewage disposal billing for the City of the Village of Clarkston.
• Prepare monthly activities, pump house usage and billing reports.
• Calculate penalties on delinquent accounts on a monthly basis.
• Transfer delinquent accounts to the winter tax roll in October.
• Assist Department Director in preparing reports and gathering data for departmental budgets.
• Other duties as assigned.

• A Bachelor’s degree from an accredited college or university with a major Accounting, Business Administration, Finance, Economics, Public Administration or related field is preferred.
• High School Diploma or equivalent is required.
• Minimum of four years related office experience is preferred.
• Must be proficient in BS&A with strong skills in Utility Billing, Accounts Payable and Purchase Order modules.
• All Microsoft Office applications.
• Experience with CityWorks or related work order software.
• Experience in OnBase or related document management software.
• Experience in cash handling and customer service.

• Excellent communication skills; writes clearly and informatively; edits work for spelling and grammar; expresses ideas clearly and concisely.
• Follows policies and procedures; completes administrative tasks correctly, quickly, and under operational deadlines; supports the organization and department’s goals and values.
• Identifies and resolves problems in a timely and reasonable manner; gathers and analyzes information skillfully; uses reason and exercises good judgement when analyzing and solving problems.
• Ability to work with residents, contractors, developers, and employees in an efficient and professional manner; meets commitments.
• Ability to type with speed and accuracy.
• Ability to understand and utilize software application used by the department, with emphasis on accuracy and speed.
• Ability to handle requests and furnish information to general public in person, on the telephone, via fax and/or email, quickly, accurately and in professional manner. Ability to work in a fast- p a c e d work environment.
• Ability to memorize and retain large amounts of information that changes annually or seasonally.
• Ability to organize work and work independently, as well as with a team.
• Ability to be reasonable, exercise mature judgement and initiative in analyzing programs and recommending solutions.
• Must be productive, courteous, flexible, as well as have effective work skills such as resourcefulness and conscientiousness.
• Knowledge of basic accounting and perform work where judgment is required in the arrangement of data, reports, and records.
• Performs work to post detailed data from established sources and makes mathematical calculations.
• Advanced skills with Microsoft Office, specifically Word and Excel.
• Considerable mental and visual skills to prepare records, reports, tabulations, and proper filing.
• Ability to operate various pieces of office equipment with ability to take ordinary care in the operation of maintenance of office equipment.
• Must be professional in appearance.

Skilled in the operation of standard office equipment and technology including computers and related software, ability to master new technologies. A valid Michigan Vehicle Operators’ permit is required.

The physical demands described here are representative of those that the employee must be able to successfully accomplish in order to be able to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Must be physically able to perform basic life operational functions including: reasonable hand and finger dexterity and feeling critical to the normal range of motion needed to perform various functions and repetitive motions; verbal communication for exchanging information; and hearing in the normal audio range with or without correction.

Must possess the visual acuity to prepare and analyze data and figures, perform accounting processes, operate a computer terminal and do extensive reading.

While performing the duties of this position: written and oral communication; interpretation of data, information and documents; analytical and problem-solving competency, observation and interpretation of situations, application of new information; and interaction with members of the public and township staff are frequently required.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Work performed in this position is primarily in a standard office environment with extensive public and employee contact, and frequent interruptions. Some travel is required to various site locations, off-site meetings, continuing education opportunities and conferences.