Assistant City Clerk/Utility Clerk

Assistant City Clerk & Utility Clerk Job Description

City of Ruston Application for Employment – Fillable

TITLE: Assistant City Clerk & Utility Clerk – Full Time

DEPARTMENT: Administrative Services

REPORTS TO: City Clerk

STATUS: Non-Exempt

Hiring Salary Range: $52,000 – $64,480 + Benefits

Job Posting Closes: March 14, 2025

ABOUT RUSTON: Located in the heart of the South Sound with sweeping views of Mount Rainier and Commencement Bay, the historic Town of Ruston is an impressive destination where many want to live, work, play, and stay. The old industrial area, formerly known as the American Smelting and Refining Company (ASARCO), is now home to a developing community of mixed uses, including multifamily residential, the Silver Cloud Hotel, the Waterfront Market at Ruston, and other mixed uses. The Town of Ruston changed to the City of Ruston on October 2, 2012. Ruston has always had a deep-rooted sense of community and is currently home to about 1000 residents that enjoy small-town celebrations, charming, walkable neighborhoods amidst a grid of alleys and sidewalks that link to Point Defiance Park, Dune Peninsula, Pearl District, and Point Ruston.

SUMMARY

The Assistant City Clerk & Utility Clerk will hold a primary responsibility to manage the utility department for the City of Ruston, provide support to the City Clerk, and provide assistance to the public, City staff and others, as needed. Other duties include general administrative support and back-up to designated staff as needed. The Assistant City Clerk & Utility Clerk is classified as a Fair Labor Standards Act (FLSA) non-exempt position. Additionally, set up new services and assign appropriate rates, close old accounts, close service requests, prepare and process billing statements, delinquent account and collections, refund credit balances and deposits, research, calculate, document and post adjustments, and adhere to City of Ruston policies while providing excellent customer service.

ESSENTIAL JOB FUNCTIONS

Assistant City Clerk

• Serve as the alternate to the City Clerk.
• Occasionally attend council meetings as acting Clerk when City Clerk is not available.
• Administer the Oath of Office to City Council members, Police Officers and other board and commission members as needed.
• Manage Public Records Requests.
• Generate reports for the Mayor and City Council.
• Assist the City Clerk with ongoing City projects.

Utility Clerk

• Creating new utility accounts for new residents.
• Processes move-ins and move outs and issues any closing bills and/or adjustments necessary throughout the month.
• Generates and processes the monthly billing cycle(s) in accordance with established schedule and procedures to meet deadlines as assigned.
• Processes past due accounts and issues door hangers, prepares shutoff list or notices, contacts customers regarding returned payments and prepares accounts for collection.
• Transfers funds between Xpress BillPay and our Springbrook accounting system
• Cash receipt for utilities, animal licenses, alarm permits, and business and occupation taxes.
• Reconciles the daily deposit for all cash receipting applications.
• Maintains accurate electronic and paper records as required.
• Work within established guidelines, policies, and procedures.
• Performs other duties as assigned.

Records Management

• Oversee the design, development and implementation of City-wide records and information management program that complies with Federal and State laws.
• Work closely with departments to determine best business process for the systematic preservation of total life cycle of records using both manual and automated methods as required.
• Administer the function of public records disclosure, assisting the public in accessing records and information in compliance with the Public Records Act and City policy.
• Develop and administers the City’s record retention and disposition schedules; preserve and protect the City’s historical records and information.
• Coordinate records storage center and prepare destruction forms and records.
• Develop and implement improvements to the City’s filing system.

Administrative Support

• Business License and Business Occupation processing support.
• Assist the City Clerk and other City staff with various projects as assigned.
• Coordinate updates for City calendar.
• Serve as a Notary Public providing service to the City and the public.

Other

• Work within established guidelines, policies, and procedures.
• Regular and punctual attendance is an essential function.
• Involves attendance at evening meetings.
• All other duties that may be assigned.

EDUCATION AND EXPERIENCE

• Five (5) years’ experience with records management; OR combination of equivalent education and experience. Public sector experience preferred.
• Three (3) years of applicable work experience in an office setting involving utilities and customer service
• Certification as a Municipal Clerk is preferred. Must be willing to obtain certification as a municipal clerk.
• Must obtain a notary within two months.
• Experience working in utility billing or collections is preferred.
• Some college or knowledge of accounting practices and principles is preferred.
• Experience working in the Public sector is desirable.
• Experience working with Springbrook and Xpress BillPay software is highly desirable

Knowledge of:

• Modern office systems and technology including personal computers and related software.
• Technical and/or specialized functions, policies, and procedures of the function to which assigned.
• Business letter writing, email communications, and report preparation.
• English usage, spelling, grammar, and punctuation.
• Advanced principles and procedures of record keeping and filing include both hard copy and electronic.
• Principles of mathematics.

Ability to:

• Correctly interpret and apply the policies and procedures of the function to which assigned.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Perform a variety of specialized clerical, office support work involving the use of independent judgment and personal initiative.
• Develop and compile information for a variety of reports;
• Train and direct other clerical personnel.
• Operate a variety of office machines including a computer and appropriate software programs.
• Understand and carry out oral and written directions.
• Review and monitor a variety of budgetary/financial information.
• Perform mathematical calculations quickly and accurately.
• Remain current in emerging office methods, practices, procedures, and equipment.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Operate tape and digital recording equipment.
• Pass a background and credit check.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to sit; use hands to manipulate, handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, crawl, and lift objects no heavier than 20 to 25 lbs.

The noise level in the work environment is usually moderate.

+++++ DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description.