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HomeMy WebLinkAboutRES2025-037 Electric Utility Billing Specialist1 1 1 Sponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2025-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO CREATE THE FULL-TIME POSITION OF UTILITY BILLING SPECIALIST IN THE ELECTRIC DEPARTMENT TO PROVIDE SERVICES CURRENTLY OUTSOURCED TO THE UTIL-ASSIST CONTRACTOR WHEREAS, the City of Seward currently contracts with Util-Assist to manage electric account services at an approximate annual cost of $130,000; and WHEREAS, funding for this position will be allocated from the savings realized by the termination of the contract with Util-Assist; and WHEREAS, internalizing these services within the City Electric Department will enhance operational efficiency and provide improved local customer service; and WHEREAS, the Electric Department has demonstrated the capability and capacity to successfully manage electric accounts internally; and WHEREAS, the addition of this position will result in cost savings to the City of Seward and promote more responsive, local customer support. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Council hereby authorizes the City Manager to fill the full-time position of Electric Billing Specialist dedicated to managing electric account services previously provided by the Util-Assist contractor. Section 2. Funding in the amount of $89,856 is hereby transferred and appropriated for the Electric Enterprise Fund salaries & benefits account 15000-3000-6XXX. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 28th day of April 2025. THE CITY OF SEWARD, ALASKA Sue McClure, Mayor CITY OF SEWARD, ALASKA RESOLUTION 2025-037 Page 2 of 2 AYES: Warner, Wells, Crites, Finch, Osenga, McClure NOES: None ABSENT: Barnwell ABSTAIN: None ATTEST: Kris Peck City Clerk (City Seal) 1 1 City Council Agenda Statement Meeting Date: April 28, 2025 To: City Council Through: Kat Sorensen, City Manager From: Taylor Crocker, Electric Operations Supervisor Subject: Resolution 2025-037: Authorizing the City Manager to Create the Full -Time Position of Utility Billing Specialist in the Electric Department to Provide Services Currently Outsourced to the Util-Assist Contractor Background and justification: The City of Seward currently maintains an annual contract with Util-Assist, at a cost of approximately $130,000, for management of electric customer account services. While this external arrangement initially served the City's needs effectively, it has become evident that bringing these responsibilities in-house will notably enhance the quality and responsiveness of customer service provided to Seward residents. Transitioning these functions to an internal City employee within the Electric Department ensures customers will receive timely, direct, and personalized assistance from staff familiar with local circumstances and specific customer needs. Additionally, this change allows for better oversight and quality control of service delivery, resulting in improved customer satisfaction and stronger community relationships. The financial resources currently allocated to the external contract with Util-Assist will instead be utilized to fund the new in-house position, providing a cost -neutral solution with enhanced customer service outcomes. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: Strategic Plan: Other: Total amount of funds listed in this legislation: $ 0 This legislation (✓): Creates revenue in the amount of: Creates expenditure in amount of: Creates a savings in the amount of: Has no fiscal impact X $ $ 89,856 $ Funds are (✓): Budgeted Line item(s): Not budgeted Not applicable X Affected Fund (✓): General Boat Harbor Motor Pool Available Fund Balance SMIC Parking Other Electric Water Yes Attorney Signature: Not applicable Comments: Wastewater Healthcare Note: amounts are unaudited Finance Director Signature: Attorney Review Administration Recommendation Adopt Resolution Other: Seward, AK Job Descriptions March 2025 Job Title Utility Billing Specialist Department Electric Employment Status Full -Time Grade 6A $28.80 Exempt/Nonexempt Status Nonexempt Scope of Work This position is responsible for moderately difficult accounting clerical work involving standard accounts, computerized accounting and utility billing -specific processes, utility tariffs, and accounting related to enterprise funds of the City. Supervision Reports To Electric Office Manager Supervises None Essential Job Functions An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function to satisfact/on. • Exercises independence in the technical and specialized examination, verification, maintenance, reconciliation, and reporting of accounts and accounting data, and in making changes and corrections to accounts as necessary with proper approvals. • Manages the electric department's utility billing system and issues calls for troubleshooting support. Recommends the purchase of new hardware and/or software. • Performs all aspects of utility billing, including, but not limited to: maintaining customer accounts, assisting the Cashier in collection efforts; maintaining and operating electric meter reading hardware and software, evaluating information received from meter readings, utilizing banking services software to transmit electronic payments, coordinating operations and paperwork with electric department for billing purposes, interfacing utility billing system with the general ledger, updating utility rates in the utility billing system, and printing, folding, inserting and mailing bills. • Operates computers and financial application software at a moderate -to -high level of difficulty, including extensive use of spreadsheets with complex formulas. • Assists in training entry level accounting clerical personnel as required. • Prepares notices, letters, memoranda, and similar correspondence in conjunction with accounting clerical work, and provides clerical support for supervisors. • Maintains well -organized data files, systems and records. • Performs Customer's accounts audit tasks, identifying exceptions, researching and reconciling same, prepares schedules and spreadsheets, designs and modifies appropriate billing reports. • Reconciles general ledger accounts and subsidiary ledgers, posts payment activity as needed, and resolves discrepancies. • Establishes and maintains effective and efficient relations with customers, co-workers, department managers, other government agencies, and the public. • Responds to questions and requests for information, especially as they relate to utility customers, accounts, late fees, payment agreements, service terminations, etc. • Follows safe work practices. Other Job Functions • Performs related duties as assigned. Requirements of Work Graduation from high school or GED equivalent, associate's degree or related course work in accounting or business, or two to three years related experience preferred and/or training, or any equivalent combination of education and experience which provides the following knowledge, ability and skills: Knowledge of • Department policies and procedures. • Standard accounting transactions and accounting systems, accounting codes, • classifications, and terminology. Skill in • Oral and written communications, effectively presenting information and responding to questions. • Troubleshooting and problem solving. Ability to • Perform arithmetic calculations quickly and accurately. • Learn and apply existing accounting systems, policies, procedures, methods and techniques, reconcile accounting data and transactions, keep accurate and timely records, compile information and prepare reports. • Work with computers and technology, including various software which includes spreadsheets, word processing, graphics, accounting and other types as needed. • Speak and write effectively. • Multi -task and prioritize work. • Establish and maintain effective working relationships with supervisors, coworkers, customers, vendors and the public. Necessary Special Requirements • Valid Driver's License • Must complete ICS 100, 200,700 and 800 within first 6 months of employment Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. • Work is performed mostly in an office setting, hand -eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus. • While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear, use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms. • The employee must frequently lift and/or move up to 10 pounds and sometimes lift and/or move up to 25 pounds.