City of Rehoboth Beach - Finance Administrative Assistant

GENERAL POSITION SUMMARY

Under the general supervision of the Accounting Supervisor, this position performs responsible administrative, billing, and customer service work in support of the City’s utility billing, gross receipts rental tax administration, accounts receivable, and related municipal revenue functions.

The Billing Administrative Assistant is responsible for processing payments; administering gross receipts rental taxes; managing delinquent utility accounts; assisting with water service turn-offs for non-payment; issuing residential parking permits; coordinating convention center rentals; processing beach wedding applications; and responding to a wide variety of public inquiries.

Work involves significant public interaction, detailed recordkeeping, financial reconciliation, and adherence to established City policies, procedures, and municipal codes. The employee exercises independent judgment within established guidelines and provides high-quality customer service to residents, property owners, business owners, and visitors.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

· Receives, processes, and records payments for utility accounts, trash and recycling services, property tax, rental taxes, lodging tax, and other City services.

· Processes Alderman and Parking Department payments into the financial software.

· Performs daily cash receipting, balancing, and reconciliation of assigned accounts.

· Maintains accurate financial records within the City’s financial and utility billing software systems.

· Assists with delinquent water bill processing, including generating notices and coordinating water service shut-offs for non-payment in accordance with City policy.

· Responds to customer inquiries regarding account balances, billing discrepancies, payment options, and City services.

· Assists in preparing reports related to billing and revenue collection activities.

Gross Receipts and Lodging Tax Administration

· Assists with the administration and processing of lodging and gross receipts rental tax filings.

· Reviews tax submissions for accuracy and completeness.

· Communicates with property owners and rental operators regarding filing requirements, deadlines, and compliance.

· Maintains records of lodging and rental tax accounts and supports collection efforts for delinquent accounts.

Administrative Support

· Issues residential parking permits in accordance with City ordinances and seasonal requirements.

· Processes applications and payments for beach wedding permits and ensures required documentation is complete.

· Assists with convention center rental bookings, including processing reservations, collecting deposits and rental payments, and maintaining rental schedules.

· Provides administrative and clerical support to the Finance Department as assigned.

· Assists with special billing projects, audits, and seasonal revenue programs.

· Maintains organized filing systems, both electronic and paper.

· Performs related work as required to support departmental operations.

MINIMUM ENTRANCE QUALIFICATIONS

Education and Experience

· A high school diploma (or GED equivalent)

· Additional training or up to one (1) year of job-related course work after high school

· At least one (1) to three (3) years of related work experience

· Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

· Knowledge of:

· Municipal billing practices and revenue collection procedures.

· Basic accounting and accounts receivable procedures.

· Cash handling and reconciliation processes.

· City policies, procedures, and applicable ordinances.

· Modern office practices and computer applications, including financial software systems and Microsoft Office products.

Skill in:

· Providing professional and courteous customer service.

· Accurately processing financial transactions.

· Maintaining detailed financial records.

· Managing multiple tasks with attention to detail.

· Data entry and use of municipal billing software.

Ability to:

· Communicate clearly and effectively, both orally and in writing.

· Interpret and apply policies, procedures, and ordinances.

· Handle confidential and sensitive financial information appropriately.

· Meet deadlines and maintain accuracy in a high-volume environment.

· Remain professional when interacting with upset or irate individuals.

Job Type: Full-time

Pay: From $20.50 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• You understand this is an in-person job, this is not a remote position?

Work Location: In person