Permit / Utility Billing Clerk – Finance Department
Position Summary
Under general supervision, performs a variety of administrative, technical, customer service, and clerical functions in support of the City’s permitting and utility billing operations. Serves as a primary point of contact for residents, contractors, customers, and the general public by providing information, responding to inquiries, receiving payments, and assisting with permit and utility-related services. Receives and processes permit applications and utility service applications, coordinates plan review and inspection requests, maintains records and databases, and provides general information regarding applicable ordinances, permitting requirements, and utility services. Performs utility billing functions, including establishing and maintaining customer accounts, receiving and processing payments, responding to billing and account inquiries, addressing customer concerns, and referring complex matters to the appropriate staff or official. Performs related filing, bookkeeping, data entry, recordkeeping, and general office duties to ensure accurate and efficient departmental operations.
Essential Duties and Responsibilities
Essential and other important duties may include, but are not limited to, the following:
General / Cross-Functional Duties
- Provides cross-functional support to both Utility Billing and Permits and may be assigned between these functions based on workload, staffing levels, employee absences, service demands, and the operational needs of the City.
- Assists customers, residents, contractors, visitors, and the general public in a professional and courteous manner and provides support for both Utility Billing and Permit functions as assigned.
- Balances daily receipts and accounts for cash on hand; reconciles payments received through Utility Billing and Permit functions and prepares bank deposits as required.
- Performs other related duties as assigned.
Utility Billing Duties
- Greets, engages, and communicates with clients, customers, and visitors in a professional and friendly manner; determines needs and directs individuals to the appropriate department or staff member; answers phones, provides general information, and directs inquiries as appropriate.
- Receives payments for City utility services from customers in the office and at the drive-through window and provides receipts; updates the deposit register and issues any refunds due to customers.
- Processes billing for installment accounts, water and sewer taps, and deposits on new connections; assists residents and visitors in initiating service requests, gathers initial information, and provides guidance on scheduling procedures.
- Provides front-line support for various public service programs by distributing applications, flyers, and informational materials related to housing assistance, voter registration, recreation programs, and other
programs; assists residents with basic questions about services and helps them navigate forms or requirements before referring them to the appropriate staff for further assistance
- Posts payments and receipts to the appropriate computer system on a daily basis and provides account status information to the public.
- Resolves complaints or refers complaints to the appropriate official for handling.
- Prepares, organizes, and distributes forms, applications, and informational packets for public use; processes incoming and outgoing mail, ensuring timely delivery to internal staff or external recipients; files documents, scans records, and assists with data entry into internal databases or spreadsheets.
- Inputs all garbage and sewer rates according to effective dates; assists in updating the deposit ledger and water/sewer ledger; generates monthly financial reports for accounting and recordkeeping purposes.
- Processes utility billings on a monthly basis; schedules and monitors billing cycles and reviews billing exception reports for abnormalities; prints bills, calculates postage, and mails bills as appropriate.
- Processes non-sufficient funds checks and logs them appropriately; schedules, produces, and mails Final Notice letters for billing cycles.
- Prepares the annual drinking water quality report (CCR).
- Schedules and implements disconnection of service on appropriate delinquent accounts and establishes repayment plans for customers with old inactive bills.
- Prepares special account billings and ACH packets for bank draft accounts and prepares special forms for applicable governmental agencies and departments.
Permit Duties
- Receives, reviews, and processes permit applications, ensuring accuracy and completeness; creates and issues invoices, calculates and collects permit fees, and files all required documentation and information.
- Monitors, manages, and oversees code compliance with local zoning and code regulations; accurately locates properties to verify zoning, provides property restriction information, reviews plans and projects for compliance, and performs compliance research for public inquiries.
- Reviews plans for completeness, compliance, and accuracy before submitting them to the Building Official's office; provides feedback, suggestions, breakdowns, and support as needed; communicates with the Building Official, contractors, and other project personnel.
- Serves as the point of contact for initial code violations; interprets and explains code violations to the public.
- Receives payments from City contractors and provides account status information to contractors.
- Answers phones, assists customers, and schedules inspections; manages and maintains inspection schedules and updates contact information and daily requests.
- Orders supplies for the Development Services Department
- Maintains files and records; prepares various reports; issues Certificates of Occupancy and letters of completion; maintains an up-to-date spreadsheet of inspections; and processes and files open records requests
Essential Personnel Designation
This position may be designated as essential personnel. The employee may be required to remain on duty or report to duty during emergency or disaster situations, including hurricanes or other declared emergencies, as directed by the City.
Conditions of Employment
- Must successfully complete and maintain a criminal background check and drug screening.
- Must maintain a valid Texas driver’s license with an acceptable driving record throughout employment.
- Must comply with all applicable City policies, procedures, ordinances, and work rules.
- Must be able to work in an office environment and interact professionally with employees, customers, contractors, vendors, City officials, and the general public.
- May be required to work additional hours or adjusted schedules based on operational needs.
Education and Experience:
- High school diploma or GED required.
- A minimum of two (2) years of administrative, clerical, accounting, bookkeeping, recordkeeping, accounts receivable/payable, customer service, data entry, or related experience is required; or an equivalent combination of training and experience.
- Experience in utility billing, construction, permit processing, and/or a municipal or regulatory environment, including experience in a municipal government setting, is preferred
Licenses, Certifications, and Equipment:
- A valid Texas driver’s license and acceptable driving record are required.
- Permit Technician Certification or the ability to obtain certification within two (2) years of hire.
- Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook, and the ability to operate applicable accounting, utility billing, and other City software systems.
Disclaimer
This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The City reserves the right to modify, add, or remove duties and responsibilities as operational needs require.
At-Will Employment Statement
Employment with the City of Cleveland is at will and may be terminated by either the employee or the City at any time, with or without cause or notice, in accordance with applicable law. Nothing in this job description or any City policy creates or is intended to create a contract of employment.
Salary and Classification
- Salary Range: $16.44–$23.84 per hour
- FLSA Status: Non-Exempt
Hours of Work
- Monday through Thursday, 8:00 a.m. to 6:00 p.m.; Friday, 8:00 a.m. to 12:00 p.m.
Position Status
This position is open until filled.
Equal Opportunity Employment
The City of Cleveland is an Equal Opportunity Employer and does not discriminate in employment on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law.
E-Verify Employer
The City of Cleveland participates in the federal E-Verify program to confirm the employment eligibility of all newly hired employees.
