Principal Bookkeeper - Treasurer

JOB TITLE : PrincipalBookkeeper - Treasurer

LOCATION : Duxbury Town Hall - Treasurer / CollectorOffice

FLSA STATUS : Non-Exempt, Full-time, BenefitEligible

CONTRACT / GRADE : Personnel Policies, Grade 3

PAY RANGE : Pay range is $24.98 - $33.72, actual paydependent on qualifications

WORK SCHEDULE : Mon-Fri., 37.5 hours per week

SUPERVISION : Treasurer / Collector

1. Nature of Work : The Principal Bookkeeper prepares professional financial records,advanced bookkeeping, complex computer application work, and clerical workproducts; primary work tasks relate to accounts payable, accounts receivable,investment, payroll, and general administration. A Principal Bookkeeper is responsible formaintaining and improving upon the efficiency and effectiveness of all areasunder his / her direction and control. Employee is required to perform all similar and related duties.

2. Supervision Received : Under the direct supervision of the Assistant Treasurer and generalsupervision of the Treasurer / Collector, the employee plans and carries out theregular work in accordance with standard practices and previous training. Employee follows department rules,regulations, and policies, requiring the ability to plan and performoperations, and to complete assigned tasks according to a prescribed timeschedule. The employee is expected tosolve through experienced judgment most problems of detail or unusualsituations by adapting methods or interpreting instructions to solve theparticular problem. Instructions for newassignments or special projects usually consist of statements of desiredobjectives. Work is generally reviewedonly for technical accuracy, appropriateness of actions or decisions, andconformance with policy or other requirements.

3. Supervisory Responsibility : Employee is responsible to providesupervision for subordinate part time and temporary positions as necessary.

4. Confidentiality : Employee has regular access to confidential information of thedepartment. Confidentiality must bemaintained with regard to this information in accordance with DepartmentalPolicy and the Public Records Act.

5. Accountability : Duties include responsibility for technical processes, service delivery,and contribution to the municipal finances and recordkeeping for the Town. Consequences of errors, missed deadlines orpoor judgment could severely jeopardize department operations or have extensivefinancial and legal repercussions, excessive costs, delay of service deliveryand adverse public relations.

6. Judgment : Guidelines may be in the form of administrative or organizationalpolicies, general principles, legislation or directives that pertain to aspecific department or functional area. Extensive judgment is required to develop new or adapt existing methodsand approaches for accomplishing objectives or to deal with new or unusualrequirements within the limits of the guidelines or policies.

7. Complexity : The work consists of employing many different concepts, theories,principles, techniques and practices relating to an administrative field. Assignments typically concern such matters asassessing services and recommending improvements.

8. Nature and Purpose of Public Contact : Employee interacts constantly with co-workersand the public. The employee deals withthe public and other individuals regarding information pertaining to them inthe Town's records under the Bookkeeper's assigned responsibilities. Excellentcommunication and customer service skills are required involving courtesy,tact, and diplomacy in resolving complaints or concerns of the public and inworking with co-workers.

9. Essential Functions : The essential functions or dutieslisted below are intended only as illustrations of the various type of workthat may be performed. The omission ofspecific statements of duties does not exclude them from the position if thework is similar, related, or logical assignment to the position.

1. Responsible for computerized processing of financialtransactions. Receives all income from all departments. Execute daily deposits;scanning checks manually and preparing cash deposits.

2. Maintains complex bookkeeping and / orfinancial records. Develops and preparesfinancial reports, accounting reconciliation, banking reconciliation andbalancing, and other related financial documents as requested.

3. Provides customer service by answeringquestions both in person and by telephone. Supplies information relating to policies, rules and regulations of thedepartment; assists the general public and / or external customers with inquiriesvia personal discussion, telephone conversations, and by mail.

4. Maintains daily cash balance; balances cash on hand against receipts;prepares and balances deposits; makes a listing of deposits by accounts;examines receipts for accuracy and completeness; deposits monies into bank.

5. Performs all general clerical duties includingcomputer work, typing, filing, data entry, answering the telephone, opening anddelivering mail, assisting customers at the counter.

6. Assists outside Auditors and Consultants atthe end of the year by providing necessary financial / accounting information.

7.Maintain postage machine; ensure sufficient postage levels are maintained;balance monthly and charge appropriate departments for usage.

8.Assists at the counter with selling such as; beach, transfer station stickers,and mooring permits.

9.Provides back up for an Assistant Department Head or Principal Clerk-Accountingwhen necessary.

10. Providesassistance to Assistant Treasurer and back up to other clerical positions asneeded.

11. Regularattendance and punctuality at the work place is required.

12.Performs similar or related work as required, directed, or as situationdictates including assisting co-workers to maximize the delivery of TownServices to the public.

13.Accumulates, calculates, posts, balances, and reconciles data for specificaccounts and payroll, checks against warrant registers; identifies, traces, andotherwise resolves discrepancies in accordance with established procedures.

14. Opens anddistributes department mail.

10. Recommended Minimum Qualifications :

Educationand Experience : High school education required, associatesdegree preferred; and two years of experience in general accounting or advancedbookkeeping work; prior municipal experience preferred; or any equivalentcombination of training and experience.

Must possess a valid MA driver's license.

11. Knowledge, Abilities and Skill

Knowledge : Knowledge of standard and advancedbookkeeping principles, procedures, records and forms, office procedures,practices and terminology. Excellentcomputer skills in bookkeeping / financial systems. General knowledge of local government and itsoperations. Knowledge of governmentalfund accounting. Knowledge andexperience with the payroll process warrant process, back accounts and otheraccount reconciliation.

Abilities : Ability to maintain detailed and complexfinancial records. Ability to composecorrespondence. Excellent communicationskills and working relationships with the public, co-workers, other employees,town officials and vendors.

Skill : Excellent mathematical skills, bookkeeping,and accounting skills. Expertise andadvanced skill in utilizing personal computers and office application software.

12. Work Environment : The work environment involves everyday discomforts typical of offices,with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions aregenerally not unpleasant. Employee maybe required to work beyond normal business hours to attend evening meetings andto accomplish work assignments. Work is performed under typical officeconditions, with little exposure to occupational risks; has interruptions duringthe day from inquiries by the general public. Operates computers, calculators,typewriters, copier, telephone and all other standard office equipment. Makes regular contacts with the generalpublic, other town departments and officials, outside agencies, businesses,vendors, and other governmental organizations; communication is by means oftelephone, personal discussion, and correspondence. Has access todepartment-related confidential information. Errors could expose the Town topotential legal liabilities and / or could result in considerable confusion,delay and adverse public relations; errors with bookkeeping or departmentprocedures could result in significant confusion and delay or loss of servicesand monetary loss.

13. Occupational Risk : Duties of the job present little potential for injury. Risk exposure is similar to that found intypical office settings.

14. Physical and Mental Requirements : Thephysical demands described here are representative of those that must be met byan employee to successfully perform the essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the position's essentialfunctions.

PhysicalDemands : Little or no physical demands are required toperform the work. Work effortprincipally involves sitting to perform work tasks, with intermittent periodsof stooping, walking, and standing. There may also be some occasional lifting of objects such as books,office equipment and computer paper generally up to 30 pounds.

15. Motor Skills : Duties involve assignment requiring application of hand and eyecoordination with finger dexterity and motor coordination. Examples include using a personal computer.

16. Visual Demands : Position requires the employee to constantly read documents and reportsfor understanding and analytical purposes.

(This job description does not constitutean employment agreement between the employer and employee and is subject tochange by the employer as the needs of the employer and requirements of the jobchange.)

Town of Duxbury is an EEO Employer - M / F / Disability / Protected Veteran Status