Utility Administrator

POSITION PURPOSE

Responsible for maintaining the Utilities municipal charges processes. Manages Utilities Investigations functions to ensure conformance with established standards. Coordinates closely with customers and ensures that the Company's professional reputation is maintained. Organises, directs, and coordinates Utilities office workflow. Monitors Utilities policies and functions, recommends improvements, and ensures that functions are completed in accordance with established procedures. Completes required reports and records. Assigns, supervises, and appraises Utilities personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for ensuring the integrity, accuracy, and timeliness of Utilities Recoveries functions for an assigned Portfolio.
• Liaises with Portfolio Managers.
• Liaises with UM Company as needed.
• Investigates variances and questions on municipal accounts
  • Researches and resolves discrepancies
  • Release accounts on system for approval (Only when queries arise)
  • Identify and address expenditure abnormalities with council
  • Identifies income abnormalities
  • Responsible for opening and closing of accounts @ local authorities
• Ensures that Council Utilities accounts are properly reconciled and invoiced each Utilities cycle. Pulls and reviews Utilities status reports. Identifies and resolves Utilities problems or delays
• Audits Utilities processes for accuracy and efficiency. Verifies reconciliations and explains or resolves variances.
• Ensures that reports, records, and related documentation are completed in accordance with Company policies and procedures.
• Maintains a filing system, keeping the filing tidy and filing for all the regions
• Manages current expense files, by dividing them by the account numbers and stand numbers.
• Opens new building files.
• Verifies data captured. Releases accounts on the system for approval.
• Liaises with Councils, in writing, and telephonically with regard to queries, and billing discrepancies, contacting of councils for discrepancies on buildings.
• Assists with refund applications and opens and closes new accounts.
• Performs duties in accordance with established Company policies and procedures.
• Ensures all prepaid accounts are managed, paid timeously, monitored and no cut-offs happen
• Assumes responsibility for the effective distribution and communication of information.
• Receives and processes mail from clients. Reviews, records, and distributes paperwork.
• Maintains regular contact with management and other departments to obtain information and/or to correct transactions. Monthly meetings to be held with assigned portfolio.
• Receives client information. Analyses information and determines if revisions must be made. Records information. (on recovery schedules)
• Assumes responsibility for the accurate, thorough, and timely completion of related reports, records, and documents.
• Prepares and oversees preparation of various documents. Maintains customer activity reports. Reviews, researches, and resolves outstanding invoices.
• Compiles monthly reporting pack. Monthly management reports include:
  • Query investigation status
  • Investigation status report
  • Due dates met
• Does and Reviews reconciliations on municipal accounts as required by Financial Manager
• Researches and resolves outstanding payments or overpayments (Only when queries on account).
• Reviews and inputs program changes as needed in utility investigations and recoveries / income comparisons.
• Assumes responsibility for establishing and maintaining effective communication, coordination, and teamwork with Company personnel and with management.
• Coordinates functions with related departments, regional offices, and headquarters.
• Assists and supports Company personnel as needed. Responds to questions and information needs.
• Keeps management informed of area activities and of any significant concerns.
• Assumes responsibility for establishing and maintaining effective business relationships with local authorities, and clients.
• Obtains and conveys information as needed.
• Ensures that clients' requests, questions, and problems are promptly and courteously resolved.
• Ensures that professional, high quality customer service is provided.
• Ensures that the Company's professional reputation is maintained and projected.
• Maintains effective working relationships with vendors to ensure that cost effective. and appropriate services and supplies are provided as needed.
• Investigates and permanently resolves client complaints.
• Assumes responsibility for related duties as required or assigned.
• Ensures that work areas are clean, secure, and well maintained.
• Completes special projects as assigned.
• Attends meetings as needed.

PERFORMANCE MEASUREMENTS

• Utilities documents, reports, and records are accurate, complete, and timely and filed properly. An optimum turnaround time in Utilities is maintained.
• Discrepancies and variances in information are promptly researched and permanently resolved. Adjustments and reconciliations are made as needed. Suggestions for continual improvements are made so similar problems are avoided.
• Management reports, payments are timeous, accurate and complete.
• Utilities functions are completed in accordance with established policies and procedures.
• There are no cut-offs of any services due to delayed payments or outstanding queries.
• Utilities personnel are effective, efficient, and well trained. Assistance and support are provided as needed. Performance appraisals are conducted as required.
• Positive, professional business relationships exist with vendors and customers. Superior customer service is consistently provided and the Company's professional reputation maintained.
• Good coordination and working relationships exist with related departments and units. Assistance is provided as needed.

QUALIFICATIONS

• Education/Certification: Matric plus 3 years' experience.

REQUIRED KNOWLEDGE

• Basic understanding of computer operations and accounting.
• Basic knowledge of overall Company operations.

EXPERIENCE REQUIRED

• At least 2 years of basic office experience.
• At least 2 years of related accounting experience.

SKILLS/ABILITIES

• Well organized and attentive to detail.
• Customer and service orientation.
• Good math and problem solving skills.
• Able to train and supervise others.
• Strong communication abilities.
• Able to use PC, fax, phone, and other basic business equipment.
• Good Relationships exist with Council(s)