Water Clerk Job Classification
The Water Clerk (WC) serves as the plant administrative assistant for the TMLWP. The position works under the direct supervision of the Business Manager (BM) and is responsible for performing clerical and/or customer service work as required by the BM and/or the General Manager in order to maintain a high level of customer satisfaction by the plant’s light and water customers. All water reporting done by the incumbent will be done under the direction of the Water Superintendent (WS) in accordance with established Massachusetts Department of Environmental Protection (MA DEP) as well as any and all local, state or federal guidelines as reported by the Massachusetts Water Works Association, the New England Water Works Association and the American Water Works Association (MWWA, NEWWA and AWWA respectively). The incumbent is responsible for preparing daily work orders under the direction of the WS for the Templeton Municipal Water Plant’s (TMWP) Operations Personnel. The incumbent is also responsible for the fiscal maintenance of inventory records in a manner consistent with accurate reflection of current inventory levels for representation on the TMWP’s balance sheets.
The WC works in cooperation with other town departments and department employees, specifically with the Templeton Sewer Department (TSD) pursuant to good-spirited relations between the TMWP and all other town departments. The incumbent will, on a quarterly basis, deliver to the TSD the necessary water meter readings that double as sewer meter readings for them, pursuant to the arrangements made following the termination of the TMWP’s processing of sewer department quarterly customer invoices in December 2008. The incumbent will have full familiarity with the TMWP’s billing system software to occasionally, if necessary, troubleshoot with or without the assistance of technical support said system in an effort to deliver both water and sewer meter data electronically to the TMWP’s third-party customer bill vendor and to the TSD.
The WC will make best efforts to deliver to in a timely manner to the Bookkeeper inventory and revenue reports and other reports so that the Bookkeeper is able to complete the accounting tasks for the TMWP. The incumbent will perform other duties as assigned by the BM or by the GM.
Duties and Responsibilities
- Calculates weekly payroll figures for the TMWP.
- Keeps records of attendance and time off for personal, sick and/or vacation days for TMWP Operations Personnel
- Answers TMLWP Office phone calls for light and water departments and re- directs phone calls as needed; takes messages for WS and/or GM as needed.
- Provides customer service to light and water customers in the TMLWP Office over-the-counter as needed including the payment of light and water monthly or quarterly invoices, the establishment of new light and water accounts and answering general questions from light and water customers as needed.
- Balances the TMWP cash drawer to water payment registers and updates water department credit and debit payments.
- Processes TMWP mail including water invoices and checks from water customers; records payments in TMWP billing computer system.
- Processes deposits and logs checks for TMWP.
- Bills 2,300 water customers quarterly; generates final water customer invoices; loads hand-held water meter reader for scheduled water meter readings.
- Generates and mails quarterly water customer invoice second request notifications and terminations notices.
- Orders supplies for TMLWP Office.
- Assists the WS in the generation and electronic filing of state-mandated water quality reports on an as needed basis.
- Processes TMWP time sheets and balances with weekly payroll records and physical inventory records.
- Develops TMWP work-related accident and/or injury reports on an as needed basis and delivers top the TMWP’s workers’ compensation insurance carrier.
- Runs both monthly and yearly water gallons sold and revenue collected reports for the Bookkeeper.
- Delivers TMWP invoices to water customers and/or contractors who require the TMWP Operations Personnel to perform billable work from time to time.
- Types TMWP payroll and vendor warrants for town accountant’s and town treasurer’s offices.
- Provides the GM with rough water sales summary reports by rate class as soonas they are available via quarterly water meter readings; the GM should reasonably expect these reports by the first and second weeks of March, June, September and December of each fiscal operating year coincident with the first and second water billing cycles.
- Processes deposits for water funds received on Thursday of each week.
Qualifications
- Extensive computer-related experience including word processing, spreadsheets and database management
- Experience with the TMWP’s water utility billing system hardware and software
- Self-motivation to generate work assignments as required
- Demonstrative experience in effective communication both verbally and in writing
- Valid Driver’s License
Essential Job Functions
Tools and Equipment Used: Personal Computer and Printer, Software (Microsoft Windows 7, Excel/Outlook/Word 2010, Itanium, NDS Edifice), 10-Key Calculator, Telephone, Fax, Copier/Printer/Scanner
Physical Demands: While performing duties associated with this job classification the incumbent is required frequently to be sedentary, talk and listen; use hands to feel, pick up or operate objects, computers and other controls, paperwork and tools; to reach with hands and arms; to walk periodically. Normal physical mobility, including normal hand and finger dexterity is required; must occasionally lift and/or move up to 25 pounds. Specific vision abilities are required for this classification including but not limited to viewing a computer screen, close vision and the ability to adjust focus. Normal concentration, intensity and memory are required also.
Work Environment: This classification requires that the incumbent work in the TMLWP Office which typically is quiet.