Quartz Hill Water District is currently seeking a qualified applicant for a full-time Administrative Clerk 1, Administrative Clerk 2, or Supervising Administrative Clerk. Interested applicants need to submit a District job application online at qhwd.org/Employment-Opportunities/ or at the District office at 5034 W Ave. L, Quartz Hill, Ca. 93536. For questions regarding this opportunity please email Brach Smith, Assistant General Manager at [email protected].
Position is open until filled. First consideration will be given to applications received before Friday, May 17, 2024, at 5:00 p.m.
There is currently one vacancy to fill. The recruitment is being conducted for multiple classifications. The vacancy may be filled at any level pending the recruitment outcome.
PayScale
Administrative Clerk 1 – $59,759.11 – $72,331.18 annually, plus benefits
Administrative Clerk 2 – $75,469.30 – $88,041.08 annually, plus benefits
Supervising Administrative Clerk – $91,236.25 – $103,808.17 annually, plus benefits
PRIMARY DUTIES/RESPONSIBILITIES – Duties may include but are not limited to the following:
Administrative Clerk 1/2
- Performs filing and record keeping.
- Reconciles daily balances, maintains records of deposits, prepares daily bank deposit.
- May be required to attend seminars as required for job duties.
- Process bank returned checks.
- Performs special assignments as directed from Supervising Administrative Clerk, General Manager.
- Daily pickup and delivery of mail.
- Responsible for all petty cash transactions including preparation of voucher for reimbursement.
- Maintains record of customer payment agreements.
- Prepares work orders for field crew and follows up as necessary.
- Applies late charges and mails second notices.
- Prepares shut off list with door tags. Debits appropriate accounts for reconnection charges.
- Prepares closing bills, including set up of new customers and debiting accounts for credit history reports (if applicable) or making new account deposits.
- Follows up with customer compliance requirements.
- Follows up on returned bills or late notices from the post office.
- Keeps track of meters that are padlocked off. Send serviceman out periodically to check.
- Responsible for collection of all audits as produced from the UMS system and filed on a monthly basis.
- Records all accounts that are off in the duty book
- Maintains SDS book.
- Prepares monthly billing by cycle, research inconsistent data, and print and mail bills.
- Print end of month reports after billing is complete.
- Researches over payments to accounts (open or closed) monthly and generate check request for reimbursement.
- Responds to billing, payment and customer inquiries.
- Maintains filing systems in an accessible and workable condition.
- Monthly reconciliation of receivable ledger to general ledger.
- Monthly reconciliation of bank statements.
- Investigate outstanding checks.
- Process calculations and preparation of checks for employee payroll.
- Process invoices and preparation of checks to vendors.
- Answer telephones and assist public at counter.
- Office supply ordering and stocking
Supervising Administrative Clerk
- Coordinates annual audit by outside, independent auditors; directs internal audit program.
- Directs the District personnel in preparation and maintenance of the fiscal and accounting records, and in preparation of accurate and timely financial reports.
- Directs the development and implementation of new and/or modified internal control systems and procedures.
- Directs, supervises, and assists in month-end and year-end closing and oversees and coordinates annual audits.
- Recommends new, revised, or improved management policies, practices, procedures and methods and organization structures, methods, procedures, and similar matters; directs the development and implementation of information processing systems to automate a variety of departmental functions.
- Supervises personnel administrative activities of the District including recruitment and selection, compensation, employee benefits and the administering of performance evaluations.
- Performs meter change outs and maintains a record of such change outs.
- Assigns account numbers for new services and set up in computer.
- Monthly review of accounts receivable report may make recommendations for write-offs.
- Maintain collection and lien files.
- Randomly review calculations of interest, fees, fines, and billing for accuracy.
- Research and follow up on delinquent accounts; verifies account balances on closed accounts; transfer balances to open accounts, write-offs, prepare personal or property liens.
- Maintain hydrant meter account files, including opening/closing of accounts and application of deposits.
- Review customer history quarterly for accounts with new account deposits of less than $60.00 and determine if refund to customer of deposit is warranted.
Qualifications
Administrative Clerk 1/2
Demonstrated knowledge of and performance in the following areas:
- Modern office practices and procedures, accounting software programs and spreadsheet applications.
- General accounting and bookkeeping principles, practices, methods, and techniques; perpetual inventory systems, reconciliation of bank statements.
- Principles, practices, methods, and techniques used to provide and maintain a satisfactory level of customer service.
- Ability to understand and apply financial reporting and record keeping requirements to a variety of accounting tasks.
- Ability to protect the confidentiality of financial information and records.
- Ability to prepare, generate and maintain accurate records, reports, spreadsheets, and files related to area of assignment.
- Use and operate a variety of office machines including computer hardware and software, and calculator.
- Perform basic clerical, data entry and accounting tasks accurately.
- Determine priorities; organize work to meet critical deadlines.
- Work independently with minimal supervision.
Supervising Administrative Clerk
Demonstrated knowledge of and performance in the following areas:
- Theories, principles, and methods of public administration, organization, supervision and management.
- Legislation affecting District management operations.
- Utility rate structuring.
- Automated fiscal systems.
- Group dynamic skills essential to team building, consensus building and participatory decision-making.
- Personnel administration.
- General accounting and bookkeeping principles, practices, methods, and techniques; perpetual inventory systems, reconciliation of bank statements.
- Principles, practices, methods, and techniques used to provide and maintain a satisfactory level of customer service.
- Ability to maintain working relationships with Board of Directors, employees, and the public.
- Ability to make oral and written presentations.
- Ability to analyze technical and administrative problems and recommend solutions.
- Ability to direct the work of several administrative units.
- Ability to effectively diffuse conflicts; resolve customer service concerns and complaints.
- Ability to understand and apply financial reporting and record keeping requirements to a variety of accounting tasks.
- Ability to protect the confidentiality of financial information and records.
- Prepare, generate, and maintain accurate records, reports, spreadsheets, and files related to area of assignment.
Physical requirements
- Sufficient eyesight to read fine statistical reports and standard text and data on computer terminal screens.
- Ability to speak and hear at normal conversational levels in person and over the telephone.
- Manual dexterity to write legibly and to use calculators, computer terminal and other general office machines.
- Ability to lift and carry up to approximately twenty-five pounds, and to reach, bend or crouch to use files and records.
Required Education/Experience/Certifications
Any combination of training and experience, which demonstrates attainment of the required knowledge and ability to perform the required work (with reasonable accommodation, if needed), typically:
Administrative Clerk ½
- EDUCATION: Graduation from high school or equivalent.
- EXPERIENCE: Two (2) years of increasingly responsible experience performing accounting and bookkeeping duties which involve inputting, recording, and verifying the accuracy of financial data.
- CONTINUING EDUCATION: Employee shall complete eight (8) hours per year in career enhancement training. Up to 20% of this continuing education may be on safety related subject matter. All of this training may be taken in any generally-acceptable educational delivery mechanism including but not limited to live or online classes at an accredited university or college, and in-person or web seminars from generally-accepted educational providers.
- A valid California class “C” driver’s license must be maintained at all times.
- Admin I/II employees will be required to demonstrate the ability to type 40 words per minute, and to complete eight hours of continuing education as described above.
Supervising Administrative Clerk
- EDUCATION: Graduation from high school or equivalent.
- EXPERIENCE: Four (4) years experience in a supervisory capacity including customer service.
- Two (2) years of increasingly responsible experience performing accounting and bookkeeping duties which involve imputing, recording and verifying the accuracy of financial data.
- Demonstrated success in team leadership techniques.
- CONTINUING EDUCATION: Employee shall complete eight (8) hours per year in career enhancement training. Up to 20% of this continuing education may be on safety related subject matter. All of this training may be taken in any generally-acceptable educational delivery mechanism including but not limited to live or online classes at an accredited university or college, and in-person or web seminars from generally-accepted educational providers.
- A valid California class “C” driver’s license must be maintained at all times.
- Will be required to demonstrate the ability to type 40 words per minute, and to complete eight hours of continuing education as described above.
Benefits Package includes:
- CalPERS 2% @ age 55 (Classic). The District pays the employer portion and the employee portion.
- CalPERS-PEPRA members pay the employee portion and the District pays employer portion
- Medical Insurance is Blue Cross “Advantage Plan” or Kaiser and 100% paid by employer for the employee and dependents.
- Dental and Vision plan covered
- Life Insurance policy of $50k provided by employer
- 12 paid Holidays
- 12-22 paid Vacation days dependent upon years of service
- 12 paid Sick days
- Deferred Compensation plan is available for the employee to participate in.
- Tuition reimbursement $3,000/year
