Town of Middleburg, VA 10 West Marshall Street, Middleburg, VA, USA
Jan 15, 2020Full Time
PRIMARY JOB DUTIES & RESPONSIBILITIES (May not include all duties performed) ADMINISTRATIVE/FRONT COUNTER DUTIES Receptionist Duties: Manage phone system, including answering phones, transferring calls/ messages, and managing outgoing phone system messages as needed; Assist walk-in customers as needed or direct to proper staff; Manage mail system, including the postage machine and picking up & sorting daily mail; Prepare Town Office mailings, including folding, stuffing & mailing bi-monthly utility bills & newsletter; Maintain office equipment including ordering supplies and arranging for service as needed; Purchasing: Order office supplies and make necessary purchases for Town departments; Maintain Town entrance sign/banner forms & schedule; Draft and send weekly E-Newsletter using appropriate template and content; Assist with Town website maintenance as needed; Provide administrative support for Town Administrator as needed; and Handle recordings at Town meetings for the Town Clerk during her absence as needed. ACCOUNTING & FINANCE RELATED DUTIES Customer Service: Process payments at front counter; Collect and safeguard cash and checks at the counter; reconcile deposit; prepare and complete system data entries for deposits; deliver deposit to bank; Ensure proper change in cash box; Assist new residents in opening utility accounts; respond to customer inquiries regarding utility balances and accounts and process related service orders; Discuss billing situations with customers on the phone, in person, and by email. Has the ability to explain Town billing policies and actual bills to customers orally and in writing. Utility Billing: Assist Treasurer with processing bi-monthly Utility Billing; coordinate data collection with meter reading staff; analyze, review, and correct data; process past due notices. AP Related Duties: Assist Treasurer with coding of invoices and entering invoices into the Accounts Payable Module; conduct vendor account inquiries. Other Accounting Functions: Assist with other accounting functions, such as Business License processing to include mailings of business license renewals, business licenses, real estate and personal property tax billing; handle account inquiries by customers or mortgage companies. Assist with filing and electronic records management. KNOWLEDGE, SKILLS AND ABILITIES Ability to communicate effectively and accurately in oral and written form, including typing; Ability to understand and follow oral and written directions; Excellent customer service skills; ability to deal courteously and effectively with the public; and ability to establish and maintain good working relationships with the staff and Town officials; Proficiency in Microsoft Office Suite; General knowledge of standard office procedures, practices and equipment; skilled in the use of a variety of office machines; Good organizational skills; ability to establish and follow detailed work procedures; Ability to multi-task and handle multiple interruptions throughout a given day General knowledge of accounting principles and practices, including automated accounting software; Ability to post accounts and to perform mathematical computations with speed and accuracy; and Ability to learn new software and website maintenance.