Finance and Customer Service Specialist

Finance Department Customer Service Representative

Salary: $23.07 - $34.61 Hourly

Location: City Hall; 1707 St Johns Ave.; Highland Park, IL

Job Type: Part-time

Job Number: 2025-25

Description of Primary Purpose

Primary Purpose: Supports the Finance Department by performing front-line customer service and a variety of financial and administrative tasks. Responds to public inquiries by phone, email, and in person; routes calls and visitors to appropriate staff; and assists with routine transactions. Provides backup and delegated support to staff responsible for accounts payable, accounts receivable, and utility billing during high-volume periods or absences.

Supervision Received: Works under the general supervision of the Deputy Director of Finance with the exception of front counter customer service responsibilities, which are under the direct supervision of the Accounting Manager.

Supervision Exercised: None

IMRF pension eligible part-time position. Estimated schedule of 25-29 hours per week. Expected hiring range: $29.00 +/- dependent on experience.

Essential Duties and Responsibilities

Serve as the department's first line of customer service. Answer and route incoming calls, greet visitors, and respond to general inquiries regarding payments, billing, and City services. Provide courteous, professional, and timely assistance to residents, vendors, and staff. Accept payments at the front counter and issue receipts. Perform clerical duties such as scanning, filing, and document notarization.

Provide support to Accounts Receivable functions including posting daily receipts and applying customer payments from multiple sources such as the lockbox, online portal, and in-person transactions. Assist with reconciling deposits, verifying transaction accuracy, and maintaining related documentation. Provide backup for processing parking ticket payments, real estate transfer tax receipts, and parking permit billing or renewals.

Provide backup assistance to Accounts Payable operations including invoice entry, vendor maintenance, and payment processing in accordance with established policies and procedures. Review supporting documentation for completeness and accuracy, assist in preparing check runs, and reconcile supporting documentation during absences or high-volume periods.

Provide backup support for utility billing activities including assisting with customer inquiries, processing payments and adjustments, and verifying account data. Prepare and verify information for delinquency notices, water shut-offs, and other billing activities as assigned.

Perform general administrative support for Finance staff, including document preparation and assisting with special projects or mailings.

Perform other duties as assigned.

Education and Experience

Required Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Graduation from a high school or GED equivalent required.

Experience: One to three years of experience in billing, collections, accounts payable, or customer service. Experience handling multiple responsibilities and using business software preferred.

Certification or License: None required. Notary Public preferred.

Required Knowledge, Skills, and Proficiencies:

• Knowledge of office procedures and basic accounting principles
• Proficiency in Microsoft Office and financial/accounting software
• Strong customer service and interpersonal communication skills
• Accuracy, attention to detail, and time management
• Ability to multi-task in a dynamic work environment
• Ability to handle confidential information with discretion
• Willingness to learn new processes and rotate between responsibilities
• Ability to respond tactfully to public inquiries and resolve routine issues

Supplemental Information

Work Environment: Work is performed in a general office environment with regular exposure to standard office equipment. Frequent public contact; interactions primarily with internal departments and vendors. Work is typically sedentary with minimal exposure to environmental hazards. May occasionally encounter emotionally charged situations.

Bloodborne Pathogens: None

Tools and Equipment Used: Uses standard office equipment and software including: Desktop or laptop computer (Windows OS), Microsoft Office Suite (Excel, Word, Outlook, etc.), Financial ERP systems (e.g., Tyler Munis or similar), Reporting tools (e.g., SQL Server Reporting Services), Multi-function printer/copier/scanner, Telephone, calculator, and other general office devices.

Physical Demands: While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is required to walk; use hands to finger motions, handle or feel objects, tools, or controls; and reach with hands and arms. The employee is required to withstand prolonged periods of concentration, necessitated by activities such as proof reading, comparison analysis and data entry. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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