Principal Bookkeeper – Treasurer

JOB TITLE: Principal Bookkeeper – Treasurer

FLSA STATUS: Non-Exempt – Full-time– Benefit Eligible

LOCATION: Treasurer/Collector Office - Duxbury Town Hall

RATE RANGE:  Grade 2, range begins at $21.61, actual pay depends 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 work products; primary work tasks relate to accounts payable, accounts receivable, investment, payroll, and general administration.  A Principal Bookkeeper is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under 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 general supervision of the Treasurer/Collector, the employee plans and carries out the regular work in accordance with standard practices and previous training.  Employee follows department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule.  The employee is expected to solve through experienced judgment most problems of detail or unusual situations by adapting methods or interpreting instructions to solve the particular problem.  Instructions for new assignments or special projects usually consist of statements of desired objectives.  Work is generally reviewed only for technical accuracy, appropriateness of actions or decisions, and conformance with policy or other requirements.

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

4.       Confidentiality:  Employee has regular access to confidential information of the department.  Confidentiality must be maintained with regard to this information in accordance with Departmental Policy 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 or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

6.       Judgment:  Guidelines may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area.  Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements 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 as assessing services and recommending improvements.

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

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

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

2.  Maintains complex bookkeeping and/or financial records.  Develops and prepares financial reports, accounting reconciliation, banking reconciliation and balancing, and other related financial documents as requested.

3.  Provides customer service by answering questions both in person and by telephone.  Supplies information relating to policies, rules and regulations of the department; assists the general public and/or external customers with inquiries via 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 including computer work, typing, filing, data entry, answering the telephone, opening and delivering mail, assisting customers at the counter.

6.  Assists outside Auditors and Consultants at the 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-Accounting when necessary.

10. Provides assistance to Assistant Treasurer and back up to other clerical positions as needed.

11. Regular attendance and punctuality at the work place is required.

12. Performs similar or related work as required, directed, or as situation dictates including assisting co-workers to maximize the delivery of Town Services to the public.

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

14. Opens and distributes department mail.

10.   Recommended Minimum Qualifications:

Education and Experience:  High school education required, associates degree preferred; and two years of experience in general accounting or advanced bookkeeping work; prior municipal experience preferred; or any equivalent combination of training and experience.

11.   Knowledge, Abilities and Skill

Knowledge:  Knowledge of standard and advanced bookkeeping principles, procedures, records and forms, office procedures, practices and terminology.  Excellent computer skills in bookkeeping/financial systems.  General knowledge of local government and its operations.  Knowledge of governmental fund accounting.  Knowledge and experience with the payroll process warrant process, back accounts and other account reconciliation.

 Abilities:  Ability to maintain detailed and complex financial records.  Ability to compose correspondence.  Excellent communication skills and working relationships with the public, co-workers, other employees, town officials and vendors.

Skill:  Excellent mathematical skills, bookkeeping, and accounting skills.  Expertise and advanced 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 are generally not unpleasant.  Employee may be required to work beyond normal business hours to attend evening meetings and to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.  Makes regular contacts with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, and correspondence. Has access to department-related confidential information. Errors could expose the Town to potential legal liabilities and/or could result in considerable confusion, delay and adverse public relations; errors with bookkeeping or department procedures could result in significant confusion and delay or loss of services and monetary loss. 

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

14.   Physical and Mental Requirements:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Demands:  Little or no physical demands are required to perform the work.  Work effort principally involves sitting to perform work tasks, with intermittent periods of 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 eye coordination with finger dexterity and motor coordination.  Examples include using a personal computer.

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

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)