4-TUID Administrative Coordinator Job Duties.docx

Ticaboo Utility Improvement District Administrative Coordinator

Position Summary The Ticaboo Utility Improvement District Administrative Assistant is responsible for the daily administrative, financial, bookkeeping, customer service, utility billing, compliance, and operational support functions for a utility improvement district providing electric, water, sewer, and solid waste services. Duties include managing utility billing systems, accounts payable and receivable, reconciliations, payroll, budgeting, state reporting, audit preparation, board support, customer account management, and coordination with vendors, auditors, regulatory agencies, and district management.

This position requires strong organizational skills, bookkeeping and accounting knowledge, advanced software proficiency, attention to detail, customer service skills, and the ability to manage multiple priorities in a utility and local government environment.

Utility Billing/Accounts Receivable Duties

· Process and enter customer utility payments through multiple payment methods, verifying successful bank clearing of all deposited items.

· Explain utility billing rates, charges, and policies to customers.

· Set up new and transfer existing utility accounts, maintaining accurate customer records.

· Produce meter reading worksheets and read electric and water meters in the field.

· Resolve billing discrepancies and process returned payments and insufficient fund reversals in billing software.

· Prepare and distribute monthly utility bills via mail, email and online payment systems.

· Maintain billing schedules to ensure timely billing cycles and revenue collection.

· Monitor delinquent accounts and communicate with customers regarding overdue balances, providing account notices, payment agreements, reconnection requirements and utility policy information.

· Coordinate with billing software support vendors to troubleshoot billing issues.

· Prepare invoices for new utility connections, landfill labor and fuel reimbursements, and miscellaneous district charges.

Accounts Payable Duties

· Submit and schedule vendor invoices for approval and timely payment.

· Enter accounts payable transactions into QuickBooks and related accounting systems with accurate categorization and coding.

· Reconcile vendor invoices and payments against bank records and accounting reports.

· Monitor recurring bills for budget compliance and cash flow planning.

Bookkeeping & Accounting Duties

· Perform daily bookkeeping functions in QuickBooks, Bill.com, and related accounting systems, including journal entries, financial transaction records, and revenue and expense categorization.

· Reconcile bank accounts, credit card accounts, utility billing revenue, customer payments, and bank deposits within QuickBooks and related accounting systems.

· Manage chart of accounts within QuickBooks to support budgeting and financial reporting requirements.

· Enter approved annual budgets and quarterly expense allocations into QuickBooks.

· Prepare monthly, quarterly, and annual financial reports and distribute to the Board of Trustees.

· Provide revenue and expense information to management, auditors, accountants, and state agencies as requested.

· Monitor bank balances and cash flow and assist management with budget preparation, expense tracking, financial analysis, and forecasting.

· Maintain accurate support documents for revenue classification and adjustments.

· Track and reconcile sales tax collected through utility billing and prepare quarterly sales and use tax reports for submission to the Utah State Tax Commission.

· Complete quarterly Revenue & Expense reports and submit to the Utah State Auditor.

· Administer payroll through QuickBooks, including employee setup, time tracking, payroll tax filings, and compliance with federal, state, workers’ compensation, and unemployment requirements.

Audit, Compliance & Regulatory Reporting

· Assist external auditors, accountants, and state agencies during annual audits and financial reviews by providing supporting financial documents and required records.

· Coordinate with regulatory agencies to complete and submit required compliance reports within required deadlines.

Board and GM Support

· Assist with preparation of board meeting documents and required public notices for posting to the Utah Public Notice Website.

· Support special projects assigned by the General Manager or Board of Trustees.

· Review the TUID website and assist the General Manager with information additions or changes.

Administrative & Customer Service Duties

· Serve as primary administrative contact for customers, vendors, and agencies.

· Respond to phone, email, and in-person utility inquiries, providing professional customer service and conflict resolution assistance.

· Attend board meetings and assist with follow-up tasks and documentation.

· Assist with scheduling inspections, compliance activities, meetings, and operational appointments.

· Maintain office organization, filing systems, and record retention.

· Maintain confidentiality and professionalism while handling sensitive customer, financial, legal, and operational information.