Description

Please submit your application through the link here -> Online Application 

POSITION SUMMARY

Under the general supervision of the Finance Manager. This is a dual role position as Court/Utility Clerk performs administrative, financial, and customer service duties in support of the City’s Municipal Court operations and Utility Billing.

This position serves as the first point of contact for City Hall visitors and performs a variety of clerical and financial tasks. Responsibilities include processing payments, maintaining accurate customer account records, preparing billing statements and balancing daily cash receipts. The Municipal Court Clerk/Utility Clerk responds to billing inquiries, researches and resolves account discrepancies, ensures timely and accurate account updates. Additionally, performs a variety of clerical and recordkeeping duties related to municipal court proceedings.

The ideal candidate will be detail-oriented, professional, and capable of balancing multiple functions within a small-city environment. The dual role requires strong communication skills, the ability to work independently, attention to detail, and proficiency with computer systems. 

ESSENTIAL JOB FUNCTIONS
Utility Clerk 

• Provide high-quality customer service as a primary point of contact for utility customers in person, by phone, and by email.
• Process and post utility payments accurately, including cash, checks, money orders and credit cards.
• Reconcile and balance the cash drawer daily and prepare bank deposits.
• Maintain accurate and detailed utility account records, including setting up new accounts, closing accounts, and processing transfers.
• Process work orders for service connections, disconnections, repairs; coordinate with Public Works.
• Assist with billing inquiries, account research, and resolution of customer issues, including complex or sensitive concerns.
• Generate reports, statistics, and financial summaries as needed.
• Ensure confidentiality and proper handling of all customer information. Must exercise discretion and sound judgment while ensuring compliance with City policies and procedures.
• Assist with various City services at the front desk, including accepting payments for permits, facility rentals and handling general inquiries.
• Support administrative and finance staff with clerical tasks, document preparation, filing, and backup coverage.
• Manage electronic document imaging, data entry, and utility system updates, including leak detection alerts and meter readings.
• Maintain knowledge of utility billing systems, policies, and processes; assist in fiscal year-end and calendar year-end financial and reporting activities.
• Perform other duties as assigned.
• May be required to work occasional evenings or weekends based on operational needs   
• May be required to work occasional evenings or weekends based on operational needs

ESSENTIAL JOB FUNCTIONS
Municipal Court Clerk

• Serves as the Municipal Court Clerk under direction of the Finance Manager and assist Judge 
• Prepares, issues, and processes court documents including complaints, citations, summons, and warrants 
• Schedules court dockets, hearings, and appearance dates; notifies defendants and attorneys 
• Collects fines, court costs, and fees; posts and reconciles daily payments 
• Coordinates with the Court Administrator, Municipal Judge, Prosecutor, and Police Department to ensure accurate case handling 
• Utilizes computer software applications to enter, modify and retrieve a wide variety of court documents, reports, records, letters and other material.
• Assist in preparing monthly court activity and financial reports for submission to the Office of Court Administration (OCA). 
• Inputs a variety of court dockets entries.
• Handles complaints pertaining to the Court and dispenses information based on ordinances and departmental operations. 
• Reads and interprets applicable laws, ordinances, and regulations affecting court operations. 
• Provides assistance to persons with disabilities in reaching less accessible areas of municipal court facilities. 
• Assists with Court proceedings as assigned. 
• Maintains confidentiality of all court records and proceedings Responds to court appearances, payment options, and city services inquiries.      

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Understanding of customer service practices, including communication, conflict resolution, and public interaction.
• Knowledge of City ordinances, policies, and procedures.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to type 45-60 wpm.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to manage a high volume of customer inquiries and prioritize tasks effectively.
• Ability to analyze issues, research accounts, and make informed decisions independently.
• Skill in working with confidential information and maintaining strict confidentiality.
• Ability to work collaboratively with multiple City departments and external vendors.
• Strong customer service skills, including patience, empathy, and conflict resolution.
• Ability to adapt to changing work demands, procedures, and technology systems.

ENVIRONMENTAL FACTORS AND SAFETY HAZARDS 

Primarily in an indoor environment with the ability to operate outdoors when needed. May be exposed to extreme heat and cold during summer and winter months.

TOOLS AND EQUIPMENT USED
Standard office equipment includes multi-line telephone, computer, fax machine, copier, scanner, printer, etc.

Fundview software – Utility billing 

FastGovPay – Payment system

Telephone system and multi-line communication equipment.

Document imaging and electronic file management systems.

Microsoft Suite

REQUIRED EDUCATION, EXPERIENCE, AND CERTIFICATIONS 

High School diploma or equivalent required.

One (1) year of experience in municipal court or utility clerk is required.

Experience handling cash and payments.

Must be able to obtain and maintain Court Clerk Level I certification within 12 months of hire or

Must be able to obtain and maintain Court Clerk Level II certification within 12 months of hire date or after receiving Clerk Certification I.

Prior experience in municipal court or utility operations is required.

Must pass a pre-employment drug screen, criminal background check, and MVR check. 

A Valid Class C Texas motor vehicle driver’s license and the ability to maintain a satisfactory driving record. 

PREFERRED EXPERIENCE 

Bi-lingual capabilities are preferred

FundView software preferred but not required

SOMA software required

The aforementioned statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills, required of personnel classified in this position. This job description and the needs and requirements of the job change are subject to change.

HOW TO APPLY

Qualified applicants should submit a completed City of Keene employment application, resume, and cover letter to: City of Keene – Human Resources, P.O. Box 637, Keene, TX 76059 or email to hradmin@keenetx.com. Applications will be accepted until the position is filled.

EQUAL OPPORTUNITY STATEMENT

The City of Keene is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, gender, religion, age, or disability in employment of the provision of services.