Office Manager (Department of Public Utilities)

City of Perrysburg•Perrysburg, OH

20h•Onsite

About The Position

The purpose of this classification is to supervise day-to-day operations and staff involved in utility billing and customer service functions for the City’s Department of Public Utilities. This role involves supervising, directing, and evaluating assigned staff, organizing and prioritizing work, overseeing utility billing and collections, performing customer service for escalated issues, coordinating meter readings and work orders, preparing financial and regulatory reports, evaluating operational efficiency, maintaining billing systems, participating in budget preparation, and processing various documentation related to department operations.

Requirements

Associate degree in Administrative Services, Office Management, Business, or related field.
Three years of experience in administrative, utility billing, and clerical support.
Equivalent combination of education, training, and experience.
Must possess and maintain a valid driver's license.
Must be eligible for coverage under the City’s vehicle insurance carrier.
Proficiency in performance of the essential functions.
Ability to learn, comprehend, and apply all City or Departmental policies, practices, and procedures.
Ability to evaluate, audit, deduce, and/or assess data using established criteria.
Ability to act as a first-line supervisor, including instructing, assigning, and reviewing work, maintaining standards, coordinating activities, and evaluating employee job performance.
Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; potentially calculate fractions, discounts, interest, and ratios; potentially calculate surface areas, volumes, weights, and measures.
Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria.

Responsibilities

Supervises, directs, and evaluates assigned staff, including developing work schedules, approving leave, reviewing timesheets, addressing employee concerns, conducting performance appraisals, and recommending disciplinary actions.
Organizes, prioritizes, and assigns work to subordinates, ensuring they have the necessary resources and monitoring work progress.
Supervises utility billing and collections activities, including processing bills and payments, reviewing data, overseeing adjustments, managing delinquent accounts, and ensuring compliance with policies and regulations.
Performs customer service functions for complex and escalated issues, conducting research, providing information, and resolving customer account problems.
Coordinates meter readings and work orders, creating orders for various services, communicating with field staff, adjusting accounts, and closing completed work orders.
Prepares financial and regulatory reports by gathering, compiling, verifying, and submitting data on revenue, transactions, meter readings, and usage.
Evaluates the efficiency and effectiveness of customer service and billing operations, assisting in developing and implementing improvements, and coordinating with other municipal utility departments.
Maintains billing systems and data integrity, performing system updates, analyzing system accuracy and efficiency, and assisting in testing new applications.
Participates in departmental budget preparation, recommending allocations for staffing and equipment, providing revenue projections, and monitoring expenditures.
Supervises and performs related duties such as ordering office supplies, coordinating billing cycles, liaising with vendors, assisting with audits, and scheduling staff training.
Processes various documentation related to Department or Division operations, including forms, reports, correspondence, invoices, and billing statements, and maintains records.
Communicates with supervisor, subordinates, other City employees, customers, and the public to coordinate activities, exchange information, and resolve problems.
Operates a personal computer and other general office equipment to perform essential functions.