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Administration Packet 2003 01-09-03United City of Yorkville County Seat of Kendall CountyEST.41 1836 800 Game Farm Road Cl) Yorkville, Illinois 60560 Phone:6'30-553-4350 K 2 Fax:630-553-7575 frit LE x°' AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, January 9, 2003 6:30 P.M. CITY CONFERENCE ROOM Presentation: None Old Business: 1. Minutes for Approval/Correction: None 2. Status of Employee Manual 3. Review City Employee Nextel List/Usage 4. Water Accounts - Update 5. Utility Bill Payment Assistance - Update 6. Proposed New Entry Way Signs 7. Computer Hardware Regarding Accounting Software - Update 8. Salary Survey Update New Business: 1. Utility Billing Clerk Job Description 2. Accounting Clerk II/Human Resources Clerk Job Description Additional Business: Memorandum To: Liz D'Anna From: Kim King Date: 1/7/03 tf Re: Recreation Department Nextel Radios The following is a list of Recreation Department employee's with Nextel radios and the plan they are currently on: EMPLOYEE'S ON 500 MINUTE PACKAGE Laura Brown Sue Swithin Dan Hebreard EMPLOYEE'S ON 200 MINUTE PACKAGE Barb Reisinger Skate Park/Recreation Folder 1 WATER METER CHECK SHEET RECVD ACCT NAME ACCT# ' ACCOUNT ADDRESS PROBLEM COMPLETED 10/31/021 305 Mulhern Ct, Unit 8 Meter stuck 105 Center Parkway Meter stuck 508D Powers Ct Meter stuck 308 Heustis 4 unit meter stuck-same read since 1999 605 Heustis Meter Stuck 303 E. Fox Street Mtr readr said meter broken and could not read 215 Elizabeth Street No outside reader-all estimated bills 306 E. Ridge Street No outside reader-all estimated bills 208 W. Fox Street 1Meter stuck 202 Church Street No outside meter 652 White Oak Way Read stuck at 180 last 12/10/02 504-6 Countryide Cntr Meter read same as last billing- need meter check 702 Game Farm Road 12nd meter same read since 1999 908 Game Farm Road Meter stuck same read last several reads 509 W.Washington St Meter stuck last 5 billing cycles-same read 716 N. Bridge Meter stuck last 5 reads 404 W. Ridge Street No outside meter- estimated bills 211 Georganna Reads same last 3 billing cycles 208 W. Ridge St #1 Meter stuck last several reads(2938) 208 W. Ridge St.#2 Meter stuck last several reads(1322) 115C Colonial Pkwy Meter stuck last 3 reads 1313 N. Bridge St 0 read account started 4/ 12/02 1103 Prairie Same read last 3 billing cycles-200600 12/3/02 2179 Northland Lane Meter makes loud noises 1REPLACED 12/5/02 2610 Boomer Lane Device error-no read-estimated REPAIRED WIRE 12/ 10/02 508D Powers Ct Same Read since 4/30/02 billing 12/ 10/02 209 S BridgepleaseStMeterinfenceforMontessoriSchool move 12/12/02 1214 Evergreen Device error-no read-estimated 12/12/02 1216 Evergreen Reads 9999900 12/12/02 691 N Bridge St ITP reads malfunction-no read 12/12/02 206 W River St#7 Broken Wire no read__REPAIRED WIRE 12/12/02 106 W River St Reads????????? REPLACED METER 12/ 12/02 702 Game Farm Road Same Read on 2nd Meter since 10/99 12/ 12/02 302 E Kendall#203 New Read is 1400 previous read was 4900 12/ 12/02 305 W Main St Billed onlypr refuse-has a meter with reading CHECKED HAS SERVICE BILLED12/02 12/17/02 503 Colton Needs meter installed 12/17/02 633 Yellowstone In since 10/18/02 reads 0 REPLACED METER 12/17/021 208 W Fox St Read on 12/17 same as back in1998 12/ 17/02 412W Van Emmon 12/ 17/02 read same as 8/ 31/02 read 12/ 18/02 11025 Fox Road Need outside reader installed 1/3/02 1111 S Bridgr stated he is not on sewer sanitary please check MEM=M1... 14)(' t4.1relsrii3(ma ILXIT7IT N4R10. tigt. UNITED CITY OF YORKVILLE UTILITY BILLING CLERK JOB DESCRIPTION Department: Administration Reports To: Finance Director Status: Full-time Position Description Overview This individual will be responsible for handling billing of all municipal utility accounts, as well as doing adjustments, running reports, and problem solving questioned accounts. This position involves heavy customer contact and the ability to respond to questions and complaints. A need for mathematical ability is necessary. Essential Job Functions 1. Maintain and update account information, data sheets and delinquent accounts. Prepare, review, adjust, sort, and mail bi-monthly bills for municipal utility accounts, also issue closed accounts final bills. Enter bank payments and meter installations into system and copy to accounting as required. 2. Process and transfer information recorded within the water meter radio units into the computer billing system. 3. Print and review water meter reads after transfer has been completed by the water meter radio unit. Identify any problem reads and request a re-check of the water meter read to the Public Works Director. 4. Periodically review the past due account list, follow up on delinquent and collection accounts, sending letters prior to referral. A copy of the renter's delinquent letter is also sent to the property owner. 5. Prepare penalty report, review to identify any exceptions, and complete the penalty process. Print and mail the penalty bills. 6. Prepare aging reports for credit balances and past due accounts, indicate collection and shut-off processes as required. 7. Set up monthly payment plans when applicable. Monitor monthly. 8. Prepare the shut off list. Check payments received daily to update the shut off list. Adjust shut off fees to accounts. Distribute the shut off list to the Public Works Director and receptionist. 9. When necessary, prepare documentation on uncollected past due accounts to begin filing a lien on the property as directed by procedures. 10. Prepare refuse report to inform the refuse company of the house count and Senior Citizen count on a monthly basis. 11. Calculate the YBSD payment, which is obtained from the cash receipts reports (mid and end of month) and provide this information to the Finance Director for approval. 12. Prepare reports monthly for meter installation, and new water and sewer installations accounts for assignment to Public Works. 13. Check status on Meter Reader's referrals, final and other meter readings for assignment to Public Works. Follow-up weekly. 14. Answer phones, take messages as needed, and provide customer service at counter 15. Investigate and respond to any customer billing questions and make adjustments when appropriate, notify the supervisor with any issues. 16. Take all utility complaint calls and refer to the proper department, if an emergency is reported contact the Public Works Director immediately. 17. Maintain and file all water utility reports and records. 18. Provide a monthly listing of all new water accounts and change of ownership information to the Deputy Clerk and Administrator's Assistant. 19. Provide information for annual audits re: Water fund, and YBSD collections and billing of fees. Provide census information update as required. 20. Other duties as assigned by the Finance Director. Requirements - Knowledge, Skills and Abilities 1. Ability to utilize the City's Utility Billing software. 2. Ability to operate a variety of office equipment including a typewriter, computer, facsimile machine and calculator. 3. Organizational skills in order to function within an office environment. 4. Knowledge of basic mathematical skills/formulas. 5. Knowledge of Account Receivable procedures. Minimum and Preferred Experience and Education 1. High School Degree. 2. Minimum of two (2) years office experience. 3. Any approved equivalent combination of experience and education that provides the required knowledge, skills and abilities. 4. Must be willing to attend training classes to increase knowledge of job related knowledge. 5. Must successfully complete a background investigation with findings of good character and no felony convictions. The duties listed above 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 position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. UNITED CITY OF YORKVILLE ACCOUNTING CLERK II/HUMAN RESOURCE CLERK JOB DESCRIPTION Department: Administration Reports To: Finance Director Status: Full Time Position Description Overview This individual is responsible for performing accounting clerk functions, personnel duties and facets of human resources for all City Departments (including Library, Parks, and Recreation). Regularly assists and acts in a confidential capacity for the City Administrator and Department Heads with regards to labor relations and personnel matters. Has authorized access to information relating to any of the City's collective bargaining agreements. Remains current in accordance to municipal accounting practices. Accounting Clerk II- Essential Job Functions 1. Enter accounts payable invoices into the system. Prepare bill list for City Council meetings bi-monthly. 2. Retains all payroll records and performs all payroll processing functions. 3. Maintains loan information; processes loan payment checks based on payment dates. 4. Prepare quarterly tax report. 5. Prepare monthly budget reports. 6. Assist Finance Director and Department Heads with the Annual Budget process. 7. Reconcile daily/monthly: Accounting system transaction entries, bank statements, fund conditions, transfers. 8. Prepare monthly and annual treasurer's report to be provided to the City Treasurer for review. 9. Assist with accounts receivable processing. 10. Retains, maintains, and processes all accounting records and filings. 11. Assists with capital asset inventory tracking relating to GASB 34 reporting and budgeting purposes. jdesc-acctg.doc 1 12. Assist auditors with gathering annual audit report information. 13. Assist with the development of the Accounting Procedure Manual and ongoing reviews and updates as directed. Human Resource Clerk— Essential Job Functions 1. Complete and file all paperwork necessary for new hires in all departments of the City, including informing each new hire of our policies, Employee Manual and all benefits offered. 2. Keep records of various types of City and employee insurance policies and coverage. 3. Process all employee and City insurance claims, including ongoing dental and vision assistance. Assist employees with insurance concerns. 4. Work with insurance vendors seeking the best plan(s) for the City. 5. Responsible for filing mandated Federal and State documents, such as Workman's Comp, OSHA, FMLA. 6. Retains, maintains, and processes all personnel related filings. 7. Create and maintain the Human Resource Procedure Manual. General Job Functions 1. Assist in resolving computer software problems. 2. Answer phones, take messages as needed and assist with front counter duties as back up. 3. Other duties as directed by the Finance Director. Basic Requirements - Job Knowledge 1. Ability to perform necessary accounting functions to perform duties. 2. Ability to utilize the City's accounting/personnel software. 3. Ability to operate a variety of office equipment including a typewriter, word processor, facsimile machine and calculator (by touch). 4. Ability to maintain strict confidentiality. jdesc-acctg.doc 2 Minimum and Preferred Experience and Education 1. Minimum of two (2) years accounting clerk experience. 2. High School Degree supplemented by courses in accounting and business subjects, 40 credit hours of college level courses in accounting or personnel and/or related subjects preferred. 3. Any equivalent combination of experience and education that provides the required knowledge, skills and abilities. 4. Must have successfully completed a background investigation with findings of good character and no felony convictions. The duties listed above 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 position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. jdesc-acctg.doc 3