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Member Records Specialist
Category: Public Utilities
  • Your pay will be discussed at your interview

Job code: lhw-e0-90670095

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  Job posted:   Thu Jun 7, 2018
  Distance to work:   ? miles
  3 Views, 0 Applications  
Member Records Specialist

Haywood EMCMember Records SpecialistApply Now

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DEPARTMENT: Office Services



+ To render a prompt, accurate, and efficient assistance to members that will result in maximum service to the members with minimum complaints.

+ To provide accurate and efficient record management of consumer accounting files, reports, and historical data. To operate and maintain optical disk archiving system to replace paper files.

+ To provide for efficient cost conscious processing and distribution of both outgoing and incoming mail.


+ Reports to: Billing and Collections Supervisor

+ Supervises: None


+ Maintains member files and records. Transfers historical data and required records to optical disk system. Maintains index system for locating data, retrieves data for employees, members, regulatory authorities, auditors, etc. as required.

+ Responsible for developing and setting up new folders and indexing systems as optical disk system is more fully utilized. Responsible for training employees in other departments to retrieve and input data into the system as departmental data is brought into the optical disk system.

+ Pulls out of storage and marks for disposal printouts, ledgers, stubs, etc., as the period required for record retention expires. Responsible for compliance with all provisions of the Record Retention Guidelines bulletin.

+ Responsible for daily and weekly backup of the optical disk system.

+ Sorts and distributes mail to personnel. Prepares outgoing mail for pick-up

by postal carrier.

+ Responsible for ensuring that adequate mailroom supplies are on hand at all times. Inventories and requisitions as needed. Responsible for keeping mailroom in clean neat condition and keeping mailboxes updated as personnel changes occur.

+ Responsible for maintaining sufficient postage in meter to take care of all mailing needs.

+ Responsible for maintaining current data and rates for mailing, postal classes, and handling of special rate pieces. Insures that postal equipment has been updated with any rate changes made by the post office.

+ Checks assigned portions of prebill reports and corrects any problems identified before actual billing takes place.

+ Checks the reread list and makes any corrections needed. Enters readings.

+ Inputs and maintains all data for computerized consumer accounts including

but not limited to: connects, disconnects, meter exchanges and any other service orders and associated data as needed on cycles one and three.

+ Responsible for contacting members to verify address changes supplied by

the post office and NISC mailroom services. Researches differences in local

post office records and the national data base to insure all addresses qualify for the best postal rates available. Makes the appropriate corrections after verification.

+ Provides lunch and break relief for the Accounts Receivable Specialist and assistance during peak workload times. First backup for the Accounts Receivable Specialist in the event of her absence. Peak volume backup for the Customer Service Center. Provides backup and relief for other consumer accounting personnel as workload dictates.

+ Responsible for distribution and mailing of special handled bills.

+ Prepares duplicate bills and mails to the member as needed.

+ Provides word processing services to the department as needed.

+ Makes the Supervisor of Consumer Accounting aware of any problems

relating to consumer accounting, equipment or postal service. Makes

suggestions as to how and where corrections need to be made.

+ Responsible for inventory count of all departmental office supplies.

+ Responsible for maintaining paper and toner in departmental printers.


+ Internal

+ General accounting - Scanning needs and cash handling issues.

+ Lake Toxaway - daily close out coordination and document retrieval

+ Customer Service Center - paperwork flow, process flow

+ Cashier - backup and problem resolution

+ All employees - Mail handling and assistance.

+ External

+ Customers - Payments and any other concerns.

+ Post Office - mail problems, rates, postage meters

+ NISC - PaperClip support and assistance.


Employee's Signature




EDUCATION: High School graduate or equivalent required. Associate Degree in Business Data Processing or related field preferred. Appropriate experience may be substituted for degree. Must be willing to continually increase knowledge of areas of responsibility by taking additional courses and attending training seminars.

EXPERIENCE: Must have a minimum of two years experience in an office/data processing environment. Cash handling experience is preferred.

KNOWLEDGE Must have a basic understanding of general office procedures

AND SKILLS: and office machines.

Must be able to perform cashiering duties and detail work with a high degree of accuracy in a fast paced environment. Must have the ability to relate to and to assist a diverse customer base. Excellent "people skills" are required.

Must have a thorough knowledge of credit and collection practices and techniques.

Must have knowledge of data processing equipment (printers, disk drives, tape drives, personal computers). Must be able to plan and organize work and meet deadlines.

Must possess the manual dexterity to operate keyboards, typewriter, and other office equipment to perform data input, computer operations, and manual typing, and related activities.

Basic understanding of math and ability to use a 10 key calculator by touch is required.

Must be able to read, speak and understand spoken English.

Must have the ability to use word processing software and spread sheet software to accomplish job duties with a high degree of accuracy.

Must be very flexible and have the ability to adapt quickly to

changing circumstances. Multi-tasking is essential.


REQUIREMENTS: General Office environment of sitting 6-7 hours per day with

occasionl lifting up to 30 pounds. Some walking, stooping, bending, standing,and reaching. Use of hands fingers to handle keyboard, vision up close and computing devices.

SPECIAL Subject to call in the event of emergencies or outages.

WORKING Inclement weather is not an acceptable excuse for missing work.

CONDITIONS: Occasional overnight travel

Overtime is required as the workload dictates.

Job Information

+ Location:Waynesville, North Carolina, 28785, United States

+ Job ID:41572349

+ Posted:June 5, 2018

+ Position Title:Member Records Specialist

+ Company Name:Haywood EMC

+ Job Function:Admin/Clerical/Secretarial

+ Job Type:Full-Time

+ Job Duration:Indefinite

+ Min Education:H.S. Diploma/Equivalent

+ Salary:$15.57 - $19.46 (Hourly Wage)

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