Sr Coordinator, AR/Billing

Job Summary

As the Senior Coordinator of AR/Billing for the City of Fort Collins Utilities, you will play a central role in securing revenue through comprehensive billing processes. Your responsibilities encompass the end-to-end management of invoice creation and generation, ensuring timely delivery through various channels. With a diverse array of payment options, you will efficiently handle the collection of incoming payments, logging transactions accurately for both transparency and accountability purposes. Your role extends to maintaining financial balances and promptly identifying any outstanding accounts, contributing significantly to the overall financial well-being of the City of Fort Collins Utilities.

Essential Duties and Responsibilities

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.

• Analyzes and monitors electric, water, wastewater, stormwater, broadband (Internet, phone and video), usage data, rates, rate calculations, taxes, billing messages, payment distributions and accounts within City billing systems (utility and broadband), before, during, and after the bill calculation and bill print process to ensure accurate monthly billing.
• Processes accurate and timely bills on a strict predetermined schedule for utility and broadband billings. Re-balance work as necessary to ensure monthly cycle billings are processed in an accurate and timely manner. Maintains monthly cycle billing spreadsheets used to process and validate billing determinates for electric, water, wastewater, stormwater and broadband (Internet, phone, and video). Electronically files documentation of financial adjustments, account changes, and requests in compliance with record retention policies and government auditing standards. Inputs data into various databases and company disposition systems used for tracking and reporting in alignment with accurate and quality guidelines.
• Analyze, investigate, and or calculates any misapplied financial charges or credits and completes financial adjustments and transfers in financial management systems to ensure accurate billing for utilities, broadband, and prepares written notification to customers.
• Monitor, post and reconcile daily financial batches and transactions (adjustment postings, charges, and payments, reversals, etc.) for Utilities (CIS) and Broadband in the respective billing systems by analyzing payment posting, data entry and exception reports, corrections, and reversals from all financial institutions. Collects and processes accounts receivables. Ensure payments are processed and posted in an accurate and timely manner.
• Monitor, process, post and reconcile all City Department payments into the accounting software system (JDE) inclusive of journal entries and deposits. Compile records and reports; tabulate, balance, and reconcile to each financial system and City Department. Prepare deposits of all payments that were processed to be picked up and delivered to our financial institution (First National Bank).
• Coordinates communication and documentation with utility departments, Broadband, IT, and Central Finance for any meter, accounts receivable, and utility payments inaccuracies. Supports the handling of unknown payments by reaching out to City Departments to confirm where payment should be applied. Tracking and reconciling stale dated and unclaimed checks.
• Provides interpretation, explanation, information, research, and guidance to ensure compliance with all pertinent policies, codes, regulations, and procedures to internal and external customers regarding their electric, water, wastewater, and stormwater utility billing and or broadband (Internet, phone, and video) accounts, which could also include but not limited to On Bill Financing, Solar, Income Qualified, Medical Assistance, taxes, rates, GIS data, and fees.
• Research and respond to applicable internal and external customer requests, inquiries, discrepancies, and complaints; communicates issues with internal departments to promote excellent customer service. Include explanation and interpretation of policies and procedures, email and via telephone with the goal of preventing escalations and improving the customer experience.
• Conducts research, and provides data and reports related to but not limited to, utilities, broadband, rates, On Bill Financing, adjustments, annexations, rebates, tax exemptions, and other utility or broadband programs for our internal customers and departments.
• Monitors the centralized Accounts Receivable and Billing Outlook Email Distribution Inbox and researches and responds to all requests (utilities or broadband) for processing. Establishes, prioritize, and completes special service requests as requested, for utility programs and other services.
• Prepare and performs month-end related work papers, reconciliations, reviews, audits, and additional support to Finance Managers and Central Finance. Collaborate with our internal and external customers for incoming and outgoing monthly data files to process bills and or payments. Participates in the year-end financial close as requested by Central Finance. Research and provide information to Central Finance for external auditors regarding the City''s annual audit process.
• Conducts onsite inventory for Utility and AR supplies.
• Maintain CIS and Broadband data accuracy/consistency through adherence to governance documents and internal practices and procedures. Makes process improvement recommendations as appropriate. Works closely with the supervisors to ensure that policies and procedures are appropriately implemented. Recommends changes and revisions to same.
• Provides training and assistance to all City Accounts Payable staff involved with processing and receipted payments. Assist in training, directing, and overseeing the work of new Utility Billing or Accounts Receivable employees.
• Analyzes and prepares utility closing estimates for all potential real estate sales in accordance with city lien ordnance. Analyzes title payments to ensure satisfaction of outstanding utility liens and posting of those payments. Prepares and processes written liens for unpaid accounts.
• Compiles, tracks, and reports data for daily, monthly, and yearly metrics to track statistical trends and quantities of tasks processed. Maintains records, documents, maps, and databases.
• Prepares, generates, analyzes, and processes utility accounts with credit balances for refunding.
• Verifies utility meter readings, unauthorized connections (usage on inactive meters) and reports irregularities. Request onsite utility meter readings for priority reads, non-standard, failed automated meters, and analyzing and resolving for unauthorized utility usage (theft) at a premise. Creates, analyzes, monitors, process or distribute service orders to appropriate staff to ensure customer account and financial accuracy.
• Provides and acts as the Subject Matter Expert (SME) for testing new and existing technology systems and processes, as requested.
• Utilizes the GLDS/Broadband billing system for monthly cycle billings, period processing, payment notifications, recurring payment processing, late notice notifications and late charges.
• Process building permit requests and create new addresses and accounts in the CIS system.
• Uses City''s technology, including but not limited to electronic devices for communication, email, text, pictures, software programs, support tools, and cyber security to the fullest potential and as outlined by established business processes/protocol.
• Assists in completing projects in support of department initiatives.
• Follows City personnel safety regulations and procedures.
• Perform other duties as assigned and required.

Management Responsibilities

No