Financial Systems Administrator Job Description

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CHARACTERISTICS OF THE CLASS

Under the general direction of the Director of Finance performs highly technical administrative and accounting work concerned with the billing and collection of all Water and Sewer System related revenues. Work involves knowledge of all Utility and Billing Collection operations; complex accounting necessary to maintain financial records as required for effective financial management of the Utility Billing and Collection division and to ensure compliance with internal controls; analysis of division policies and procedures; direct oversight of external billing and collection processes and customer interaction. Work is performed with latitude and independence in judgment and decision-making within established laws, policies, procedures, rules and regulations. Incumbent may be required to work in excess of the standard 40 hour work week during critical periods with approval of the Department Director. Work is evaluated through observation, conferences, reports, reconciliations with other fiscal records, and results obtained. Performs other work as requested.

 

EXAMPLE OF DUTIES

A. ESSENTIAL FUNCTIONS

Responsible for proper recording of all billings, revenues, and receipts of the Water and Sewer System in MUNIS.

Responsible for vendor selection process, oversight and direction of outside vendors for billing/mail services, lockbox services and Web/IVR credit card processors.

Responsible for staff direction regarding issues with account maintenance, billing and payment processing.

Responsible for creating Utility Billing monthly calendar that directs staff and Utility Operations for billing dates, late fee dates and shut-off dates.

Responsible for monthly payment for collection of billed services by Melbourne for governmental agencies and private contractors, the calculation and administration of billing fees and be City liaison for each entity.

Responsible for annual ERC calculation and commercial account updates.

Responsible for compiling and analysis of data for Rate Study.

Responsible for selection and verification of customer deposit and final bill refunds.

Prepares and monitors UBC Budget.

Responsible for daily maintenance of financial software systems, including but not limited to Utility operations software and financial accounting software and internally developed programs to manage subsidiary transactions.

Responsible for implementation of improvements/enhancements to the computer system and the Division’s operations to improve Customer Service. Documents system programs; develops and tests programs; analyzes programs; and implements programs to support business applications.

Prepares detailed, highly technical financial analysis and compiles financial data for annual audit, rate studies, and revenue bond documents.

Periodically reviews and evaluates Division programs to improve their effectiveness and monitor results. Analyzes flow of transactions. Writes policies and procedures.

Writes and maintains complex spreadsheet programs on personal computer.

Researches and prepares specialized reports for senior management’s use.

Reconciles and maintains subsidiary account records.

Understands and can perform all functions in the division including, but not limited to; customer collections; preparation of cash sheets and bank deposits; customer billing, preparation of payment extension agreements; preparation of lien and lien cancellation forms; collection of delinquent accounts; maintenance of billing and accounts receivable records; maintenance of subsidiary records supporting collections and payments for utility taxes, pro rata agreements; and impact fees.

Generates list of bad debts and coordinates bad debt write off with Enterprise Fund Accountant.

Serves as liaison between Utility Billing and Collection division and Information Technology department.

Assists the Customer Service Manager with customer service issues, staff selection and evaluation; supervises staff in the absence of the Customer Service Manager.

Prepares correspondence to be signed by the Customer Service Manager or the Director of Finance.

Answers inquiries and complaints from customers. Explains State laws, City ordinances, polices and procedures to customers and staff.

Operates office machines including personal computer, calculator, copy machine, and telephone.

 

REQUIREMENTS

A. TRAINING AND EDUCATION

Bachelor degree (B.A. or B.S.) in Accounting, Business or Finance from an accredited college and three years of increasingly responsible accounting experience involving complex computer based data management information systems and total project management experience; or an equivalent combination of training and experience.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of principles and practices of accounting and ability to apply this knowledge to work situations.

Knowledge of laws, rules, and regulations regarding financial bookkeeping, billing, rates, fees, and collections.

Knowledge of and experience with computerized billing and collection systems.

Knowledge of modern office practices and procedures.

Ability to operate a personal computer and printer.

Ability to prepare and maintain complex spread sheets.

Skill in the use of computer based data information systems.

Ability to supervise and evaluate staff.

Ability to work quickly and accurately to meet deadlines.

Ability to work with a minimum of supervision.

Ability to establish and maintain effective working relationships with associates, employees, and the general public.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and comprehend conversation spoken in English.

Ability to sit for long periods of time; not to exceed two (2) hours at a time.

Ability to read and interpret computer printouts.

Ability to read from a computer screen.

Ability to print or write cursively, letters, numbers and words legibly in English.

Ability to lift and carry materials not to exceed twenty (20) lbs.

Ability to operate office machines such as a telephone, cash register, computer, typewriter, calculator, microfiche reader, postage meter and check protector.

Ability to stand for short periods of time not to exceed thirty 30 minutes at one time.

Ability to stoop, kneel and reach overhead for books or paper.

Ability to control behavior when encountering stressful situations, such as irate, abusive or loud customers and meet necessary deadlines.

Ability to maintain high level of concentration despite constant interruptions.

Ability to be flexible and change job priorities at a moment's notice.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS, OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD, OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date – 5/3/13