Principal Bookkeeper - Collector

JOB TITLE: Principal Bookkeeper - Collector

LOCATION: Treasurer/Collector Office - Duxbury Town Hall

FLSA STATUS: Non-Exempt, full-time, benefit eligible

CONTRACT/GRADE: Personnel Policies, Grade 2

RATE RANGE: $22.04 - $28.66 per hour, pay dependent upon qualifications

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

SUPERVISION: Treasurer/Collector

1.       Nature of Work:  The Principal Bookkeeper performs routine bookkeeping duties to support the operations of the Treasurer/Collector’s office, including verifying and recording financial transactions. The position requires skilled customer service, data entry and record keeping work. Use of computers and related office equipment is required.

2.       Supervision Received:  The position works under the direct supervision of the Assistant Collector and Treasurer/Collector.  The employee plans and carries out the regular work in accordance with department rules, regulations, and policies, and completes assigned tasks according to a prescribed time schedule. 

3.       Supervisory Responsibility:  Not applicable.

4.       Confidentiality:  Employee has regular access to sensitive information of the department and is expected to follow departmental procedures regarding confidentiality 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:  Required to exercise sound, professional judgment at all times.

7.       Complexity:  The work requires accuracy, attention to detail, and ability to process financial transactions with an understanding of general treasury and collection principles.

8.       Nature and Purpose of Public Contact:  Employee interacts constantly with co-workers, the public, and 3^rd party agencies.  Excellent communication and customer service skills are required involving courtesy, tact, and diplomacy in resolving complaints or concerns.

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 processing of financial transactions including payments, refunds, abatements, commitments, demands, and liens. Receives payments from counter, mail, lock box and 3^rd party processors and posts payments to accounts. Scans checks for remote deposit, balances all activity, and prepares daily and monthly records.
2. Maintains detailed bookkeeping and/or financial records with accuracy.  Develops and prepares financial reports, accounting reconciliation, banking reconciliation and balancing, and other related financial documents.
3. Provides timely, professional, courteous customer service by answering questions, phone calls, emails, and other inquiries.
4. Using the Town’s computer systems and applications, performs data entry, processing, analysis, reconciliation and other computer related tasks to accomplish job duties.
5. 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.
6. Performs all general clerical duties including computer work, typing, filing, data entry, answering the telephone, opening and delivering mail, assisting customers at the counter.
7. Assists Finance Director, Town Accountant, and outside Auditors and Consultants by preparing and providing necessary financial/accounting information.
8. Posts payments utilizing electronic downloading system; corrects any errors in electronic downloading payments.  Manually posts payments received after the due date.  Prepares Daily Cash Report, Collector’s Turnover Report, and other reports necessary for processing of receipts.
9. Processes abatements for Real Estate, Personal Property, Water/Sewer, Motor Vehicle excise, and Boat excise
10. Handles all overpayments refunds; researches refunds prior to issuance. Prints demands and smaller batches of bills issued by the Town of Duxbury.
11. Assists at the counter with selling such as; beach, and transfer station stickers, and mooring permits.
12. Participates in cross-training to serve as back-up for Assistant Collector and other clerical positions when necessary.
13. Opens and distributes department mail.
14. Performs similar or related work as required, directed, or as situation dictates.

10.   Recommended Minimum Qualifications:

Education and Experience:  High school education required, associate’s 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 Skills:

Knowledge:  Thorough 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. 

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

Skills:  Excellent mathematical, bookkeeping, and accounting skills.  Experience using 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.

Special Requirements: Ability to be bonded and must possess a valid MA driver’s license.

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.)

External applicants and Internal applications accepted on April 8, 2024, and posting will remain open until filled.