Salary : $3,906.93 – $5,194.80 Monthly
Location : Oak Harbor, WA
Job Type: Full time
Job Number: 23030
Department: Finance
Division: Finance
Opening Date: 08/15/2023
Closing Date: 9/8/2023 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: NON-UNION
Join our City of Oak Harbor team to help build a legacy of commitment to excellence in diversity, equity, and inclusion in our vibrant waterfront community.
Description
Open Until Friday, September 8, 2023
Job Summary:
This position is public facing and provides front desk customer service, cash receipting, and collections for City customer financial transactions as well as information regarding City services. Duties include answering main switchboard line and department phones, working with customers to open/close and service utility accounts; receiving, processing and balancing payments from public utility customers and other City departments; issuing and managing City licenses, tax reporting, maintaining financial records and initiating collection procedures as necessary.
Essential Job Functions
- Coordinate and perform front desk and referral functions: answer incoming calls, provide customer information regarding City services, make referrals to appropriate City staff, issue business license, business license renewal notices and animal licenses, and sign for and secure deliveries.
- Reconcile and deposit daily receipts and prepare the necessary reports in accordance with the City’s cash handling policy.
- Provide customer service to open/close and service utility accounts, resolve problems and respond to complaints.
- Receipt, batch and balance all City payments received by mail, over the phone, front counter, or online on a daily basis.
- Work closely with water services coordinator to coordinate and solve customer service issues for turn-off/turn-on of delinquent active accounts. Initiate collections process for unpaid closed accounts, issue 30-day letter, determine case-by-case payment arrangements, and prepare collection packet for credit bureau as necessary.
- Establish and maintain effective and cooperative working relationships with City officials and department heads, co-workers, supervisors and the general public using good judgment to handle customer complaints, respond to inquiries and resolve concerns in a positive and timely manner using tact and courtesy, sometimes under stressful situations.
- Process, record and collect checks returned from the City’s financial institution.
- Receive and maintain records on gambling, franchise and business and occupation tax collections.
- Assist in implementing utility collection procedures and in the disconnection of services.
- Record and maintain records for City Beach/Windjammer and Park Facilities.
- Record and maintain records for Garbage service changes.
- Maintain and update the animal licensing database.
- Maintain and update the business licensing database.
- Operate the City’s main switchboard and other department lines; receive and route calls from the public.
- Assist in approving and posting advertisements to Channel 10.
- Maintain building/employee key distribution and log.
- Provide assistance or back up for utility billing, payroll, and mail distribution as assigned.
Associated Job Functions:
- Attend various continuing education meetings and seminars, and workshops.
- Perform other duties and responsibilities as assigned.
Performance Requirements (Knowledge, Skills and Abilities):
- Ability to read, understand and apply applicable City ordinances.
- Ability to gain a working knowledge of accounting, financial, and cash handling policies and procedures of the City.
- Ability to receipt, process and post cash and check transactions accurately and efficiently.
- Good oral communication and strong customer service skills to communicate effectively with the public in a courteous and helpful manner in a stressful environment.
- Good written skills and ability to draft, compose and proof correspondence and memoranda.
- Thorough knowledge of English, spelling, grammar, vocabulary, punctuation and mathematics.
- Ability to maintain confidentiality as appropriate.
- Ability to work independently with minimal supervision using problem-solving skills and good judgment.
- Ability to utilize computerized cash receipts system, standard office equipment, and personal computer with associated City and department-specific software.
Qualifications & Requirements
- High school diploma or GED equivalent.
- Coursework or training beyond high school preferred such as office skills, customer service, basic accounting, and written and verbal communication.
- Must have at least two (2) years of cashier (cash handling) and customer service experience in a high volume environment with some collections experience.
- Proficient computer operation skills and experience with a variety of software programs including Microsoft products, spreadsheets, database, customized and menu-driven programs.
- Familiarity with computerized receipting system preferred.
- Must have keyboard typing speed of at least 40 wpm.
- Must be able to be bonded for cash handling.
- Must pass background, credit and driver’s abstract checks.
An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities to perform the essential job functions may be considered.
Working Environment & Physical Demands
Work is performed in an office environment and requires the ability to sit or stand for extended periods of time and access all areas of the facility including stairs. Work requires eye/hand coordination and manipulation skills to operate a personal computer, telephone, and other equipment; normal range of hearing and visual acuity, and occasionally moving items in excess of 25 pounds.
The City of Oak Harbor is an equal opportunity employer. All qualified applicants will be considered for employment regardless of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or any other status protected by law.
The City of Oak Harbor offers a generous benefit package to our employees that include:
Vacation and Sick Leave Accrual
Sick leave accrual is 8 hours per month.
Full-time employees receive vacation accrual on the following schedule.
Years of Service Vacation Accrual Rate
- 0 to 5 years – 8 hours/month
- 6 to 10 years – 10 hours/month
- 11 to 15 years – 13.33 hours/month
- 16 to 20 years – 15 hours/month
- 21 plus years – 16.66 hours/ month
The vacation accrual rate for a part-time employee shall be pro-rated as a percentage of the full-time rate.
Holiday Pay
The City provides eleven (11) paid holidays per year plus two (2) floating holiday of your choice (total of thirteen (13) days).
Medical Insurance
A choice from three options is provided through the Association of Washington Cities (AWC).
- Kaiser $200 Deductible Health Plan,
- Regence High Deductible Health Plan (with a City funded HSA)
- Regence HealthFirst 250 Health Plan.
The City pays 100% of the premium for a full time, regular employee (32 hours or more) and 80% of the premium for spouse and dependent children.
Part time employees who work 20 hours or more per week are eligible for full benefits but must pay for spouse and dependents coverage.
Vision Insurance
Vision Service Plan -The City provides a paid family vision plan which covers a yearly exam per person and a portion of vision hardware (frames, lenses and contacts) depending upon the use of accepted network providers.
Dental Insurance
Washington Dental Service/DELTA is preventive, incentive-based dental coverage provided through Association of Washington Cities, and pays as follows: 70-100% preventive, 70-100% basic, and 50% major dental to a maximum of $2000/person/year. Included is an orthodontic rider for children of 50% orthodontic expenses to a maximum of $1000 per child/lifetime. The City pays 100% of the premium for a fulltime, regular employee and 80% of the premium for spouse and dependent children.
Part time employees who work 20 hours or more per week are eligible for full benefits but must pay for spouse and dependents coverage.
Washington State Retirement Programs
Required pension plan for all City employees. (Public Employee Retirement System) plans 2 or 3 is for all general City employees.
LEOFF (Law Enforcement Officers and Firefighters) plan 2 is for safety service employees.
PSERS plan 2 is for Public Safety Service Officers (Corrections Officers).
(% of gross income) vary for the plans. The City makes a contribution as well.
Basic Life Insurance & Long Term Disability
The City pays for a $25,000 basic group life insurance policy as well as a long term disability policy for employee only through Standard Insurance Company.
Wellness Program
The City of Oak Harbor is committed to promoting employee health and wellness, and offers a Wellness Program with fun and varied activities where regular employees can earn points to qualify for a wellness day off.
Employee Assistance Program
Free, professional and confidential counseling is available through our Employee Assistance Program (EAP) via ComPsych. EAP is available to the employee and their immediate family, including their dependent children and anyone living in their household. Guidance counselors are available 24 hours a day, 7 days a week to arrange an appointment with a qualified counselor in your area. Visit the for more information.
Other benefit options include the following:
- Voluntary Group Life Insurance– in addition to our life insurance policy this is a self-paid option.
- Deferred Compensation Plan – Mass Mutual or Wash State DCP- in addition to our city offered pension plan, this is a self-paid option.
- Colonial Life & Disability – This is a self-paid individual and/or family coverage for Cancer Care, Short Term Disability, Life, Accident, Critical Illness and more
- Flexible Spending Account (FSA)- Pre-Tax deductions (IRS 125 Flexible Spending Account) for unreimbursed medical expenses and/or dependent day care
- Health Savings Account (HSA)- Funded by the City, $3,500 individual, $7,000 family per year. Must be on the Regence High Deductible Health Plan (HDHP)
01
Do you have a high school diploma or GED equivalent?
- Yes
- No
02
Please select your highest level of completed education.
- Some high school
- High school diploma/GED
- Some college, vocational, business, or technical training
- Associates Degree
- Bachelors Degree
- Masters Degree
03
Please list any areas of study, degrees, professional licenses or certificates you hold as related to this job.
04
How many years of cashiering or cash handling experience do you have?
- 0-1 year
- 1-2 years
- 2-3 years
- 3-4 years
- 5 or more years
05
How many years of professional customer service experience do you have in a high-volume environment?
- 0-1 year
- 1-2 years
- 2-3 years
- 3-4 years
- 5 or more years
06
Please describe your customer service experience.
Required Question