Sunny Meadows

2007 Billing Clerk
  

—

by

mike

SUNNY MEADOWS MISSOULA COUNTY WATER AND SEWER DISTRICT

JOB DESCRIPTION

Position Name: Billing Clerk

Description: This document describes the duties of the District’s billing clerk

Revision Date: October 12, 2007

Next Required Review: October 2010

Duties:

  1. Invoicing

    1. Maintain a current list of contact information for all system users, plus any previous system users with an outstanding balance.

    2. Issue invoices to each system user according to the rules and regulations published by the District. This will include calculating bills from metered usage data, applying penalties and fees as appropriate, and billing those on the community septic system quarterly for their septic usage.

    3. Take all steps necessary to collect amounts due based on the above mentioned rules and regulations, and notify the board of problematic system users.

    4. Send collection letters to any delinquent system users based on the District policies.

    5. Collect all payments at the District’s post office box, and deposit all payments with Missoula County no less often than once per week.

    6. Have the authority to forgive up to $20 (twenty dollars) per year in late charges to each account, if the customer is otherwise in good standing, and cooperative.

    7. Provide to the District Treasurer an Accounts Receivable aging summary prior to each monthly Board meeting.

    8. Provide copies of the usage and calculated billing data to board members prior to issuing invoices.

    9. Retain copies of all deposit information for not less than 3 years.

    10. Reconcile county deposit information with submitted deposit information.

  2. Payment of Bills

    1. Maintain a current list of contact information for all current vendors (anyone whom the District has paid within 12 months).

    2. Collect all bills for the District and process them in a timely manner.

    3. Properly classify/code each payment and submit the correct paperwork to Missoula County for payment.

    4. Acquire the correct signatures on each expenditure submitted, according to the District’s Pre-Approved Expenses Policy.

    5. Retain copies of all bills paid on behalf of the District for not less than 3 years.

  3. External Reporting

    1. Work with the District board to ensure that all required external reporting is done on a timely basis.

  4. Other

    1. Retrieve all District mail, at the District’s business address, no less often than once per week.

    2. Forward all correspondence regarding issues other than invoicing, payment, or bill payments to the Board of Directors and/or Water Operator. This must be done with 72 hours of receipt.

    3. Upon request of a board member, mail to all system users the documents provided by the board for distribution.

  5. Records

    1. All records will be kept filed and easily accessible by the board. Any board member may request an audit of the books at any time. All documentation and records must be provided to the board within 72 hours of a board request.