Utilities & Finance Specialist

• Department: Finance / Administration
• Job Title: Utilities & Finance Specialist
• Reports to: Finance Director
• Classification: Non-Exempt

GENERAL DESCRIPTION OF DUTIES

The Utilities & Finance Specialist performs utility billing, payroll, customer service, and administrative functions in support of the City’s utility and financial operations. Primary responsibilities include administration of the utility billing program, payroll processing, maintaining utility and financial records, assisting customers with utility accounts and billing inquiries, and providing administrative support for the City’s water and wastewater utility operations.

The position also assists with accounts payable, accounts receivable, budget and audit activities, cashiering, and other finance and administrative functions as assigned. As the primary backup for the City Hall front desk, the position assists with walk-in customers and callers and helps ensure continuity of customer service operations. Work requires strong organizational, customer service, communication, and problem-solving skills, with the ability to manage detailed information, work independently, and collaborate effectively across City departments.

ORGANIZATIONAL RELATIONSHIPS

Works under the general direction of the Finance Director and is responsible for administering utility billing, payroll processing, customer account activities, and related finance and administrative functions in accordance with established policies, procedures, and applicable requirements.

Collaborates with employees across all City departments and regularly interacts with utility customers, vendors, contractors, financial institutions, auditors, governmental agencies, and the public. Serves as a resource for utility billing procedures, financial policies, and Municipal Code requirements and may provide support in the Finance Director's absence.

ESSENTIAL DUTIES

The following statements are intended to describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. The City of Salida reserves the right to modify or assign additional duties as needed.

Utility Billing Administration

• Administer all aspects of the utility billing program, including account setup and maintenance, billing generation, meter data integration, customer account management, and final billing.
• Coordinate with Public Works, developers, property owners, and external agencies regarding meter readings, service changes, utility applications, tap permits, and sewer billing activities.
• Maintain customer records, billing classifications, and account information in compliance with City ordinances, resolutions, and the Salida Municipal Code.
• Customer Accounts, Revenue, and Compliance
• Research and resolve customer billing inquiries; process authorized billing adjustments, payment transactions, ACH files, auto-pay accounts, liens, and related account activities.
• Analyze utility usage, billing, and revenue data; prepare receivable calculations, audit schedules, and other financial reporting related to utility operations.
• Prepare required utility reports and surveys and ensure compliance with applicable regulations, policies, records retention requirements, and Municipal Code provisions.

Payroll Administration

Process bi-weekly payroll using ADP Workforce Now, including timekeeping uploads, payroll validation, deductions, tax withholdings, retirement contributions, and general ledger interface entries.

Reconcile payroll reports, ensure compliance with payroll tax and reporting requirements, and respond to employee payroll and benefit inquiries.

Financial Operations

• Utility account reconciliations, journal entries, accounts payable and accounts receivable support, and audit support activities.
• Verify and approve departmental financial transactions, monitor outstanding checks and escheatment requirements, and ensure accurate general ledger coding and recordkeeping.
• Identify process improvements, review financial transactions for adherence to established procedures, and support citywide internal control initiatives.
• Customer Service, Administrative Support, and Collaboration
• Provide professional customer service to utility customers and the public, including assistance with online payment systems and account inquiries.
• Serve as the primary backup to the City Hall front desk, assisting walk-in customers and telephone callers in a professional, courteous, and responsive manner.
• Maintain departmental records and provide backup support for front desk operations, cashiering, daily deposits, and other administrative or finance functions.
• Collaborate with Finance, Public Works, and other City departments; participate in cross-training and perform other related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of accounting principles, governmental accounting practices, payroll administration, financial reporting, and internal controls.
• Knowledge of utility billing processes, customer account management, and revenue collection practices.
• Ability to interpret and apply the Utilities Chapter of the Salida Municipal Code, City policies, and applicable regulations.
• Proficiency with Microsoft Office applications, particularly Excel, and experience with accounting, payroll, and utility billing software.
• Strong analytical and problem-solving skills, including the ability to research issues, reconcile accounts, and prepare accurate financial reports.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy and attention to detail.
• Excellent customer service, interpersonal, written and verbal communication skills.
• Ability to establish and maintain effective working relationships with employees, customers, vendors, governmental agencies, and the public.
• Ability to exercise sound judgment, maintain confidentiality, work independently, and adapt to changing priorities and technology.

EDUCATION AND EXPERIENCE

• Two (2) years of experience in a clerical, accounting, or bookkeeping position that includes billing responsibilities.
• Bachelor’s degree in Finance, Business Administration, Accounting, Public Administration, or a closely related field preferred.
• Accounting, utility billing, and payroll administration is preferred.
• Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work is performed primarily in an office environment and requires prolonged periods of sitting, computer use, and occasional standing while assisting customers and coworkers.

The typical schedule is Monday through Friday, with a half-day on Fridays and flexibility to accommodate operational needs. Occasional additional hours may be required to meet payroll deadlines, audit requirements, month-end processes, or other business demands.

The position requires the ability to communicate effectively in person, by telephone, and through electronic correspondence; regularly operate standard office equipment; and intermittently lift or move items weighing up to 20 pounds.

The Finance Department operates in a collaborative team environment where employees are expected to cross-train, provide backup support, and assist with departmental needs during staff absences, peak workloads, and special projects.

GENERAL DESCRIPTION OF BENEFITS

The City of Salida offers a comprehensive benefits package that includes medical, dental, and vision insurance; 401(a) and 457 retirement plan options with employer contributions; paid time off; life insurance; disability coverage; and a complimentary swim benefit at the Salida Hot Springs Aquatic Center. Additional benefits may be available in accordance with City policies and plan provisions.