Assistant Town Accountant

Overview

The Town of Adams is seeking an experienced and energetic professional to serve as the Assistant Town Accountant. Working closely with and under the general direction of the Town Accountant/ Finance Director, this position performs a wide variety of complex administrative and technical work to ensure effective and efficient municipal finance operations. This position is responsible for the supporting the Town’s financial operations including the management of financial/personnel records, entering and approving all financial payments, controlling expenditures of all town funds and auditing financial records and transactions. This position is to provide skilled accounting, clerical, and administrative work in assisting the Finance Director/Town Accountant in the management of all financial and accounting functions for the Town; other duties related to the primary scope of the position as required. The Assistant Town Accountant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control. Essential functions include data entry and preparation of warrants, auditing bills for accuracy, processing bi-weekly payroll, collecting new employee information for Federal and State tax purposes, health & life insurance coverages, scheduling new employee physicals, and coordination with other departments to ensure an orderly and accurate hiring of new personnel.

High school graduate; Associates Degree in secretarial skills, business administration or related field preferred or four years related experience in governmental record keeping, or certified attendance of Track I and Track II of the MMAAA annual training seminars; financial and secretarial work; or any combination of education and governmental experience. 

Successful candidates will demonstrate excellent communication, interpersonal, analytical and self-management skills. Preference will be given to candidates with a combination of technical experience, education, communication skills and aptitude. The salary range is $47,610 - $59,461/annually and is commensurate upon qualifications and experience. Job description and application form is available from the Town of Adams website www.town.adams.ma.us or the Town Administrator’s Office, 8 Park Street, Adams, MA 01220.  Candidates should submit job application, resume and cover letter to Jay R. Green, Town Administrator, Adams Town Hall, 8 Park Street, Adams, MA 01220, or via email to employment@town.adams.ma.us.  Applications should be received by 12:00 PM on December 6, 2024 but position will remain open until filled.  AA/EOE

Definition

This position is to provide skilled accounting, clerical, and administrative work in assisting the Finance Director/Town Accountant in the management of all financial and accounting functions for the Town; other duties related to the primary scope of the position as required. The Assistant Town Accountant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control.  

Supervision

• Works under the general direction of the Finance Director/Town Accountant or other supervisory personnel.
• Performs varied and responsible duties which range in nature from routine to complex and which require the exercise of judgment and initiative within the framework of prescribed policies in accordance with standard municipal accounting practices or in situations not clearly defined by precedent or established procedures.

Job Environment

• Work is performed in typical municipal office conditions.
• Operates computers, adding machines and calculators, printer, telephone, copier, facismile machine, and all other standard office equipment.
• Makes frequent contact requiring courtesy, patience and tact with other town departments, vendors, the general public, or other local state and federal agencies.
• Considerable effort required to detect errors which could result in monetary loss to the town, confusion and delay of service, and cause adverse public relations.
• Has access to department related confidential information including personnel files, collective bargaining negotiations, bid documents, and law suits.

ESSENTIAL FUNCTIONS

• Performs data entry in preparation of warrant, reviewing projected negative balances.
• Prints warrants for Finance Director/Town Accountant and the Town Administrator.
• Audits bills to be paid by checking for accuracy of calculations and insuring correct accounts are charged and funds are available for payment of invoices. Reviews invoices for fraud, legality, and excessiveness.
• Ensures invoices submitted are originals and signed by appropriate authorities. Verifies vendor numbers and remit addresses are correct, contract specifications are being followed, and duplicate payments are not being made; verifies purchase orders.
• Posts and proves disbursements, general warrants, and payroll warrants. Ensures that accounts payable are in balance before running warrant.
• Processes bi-weekly payroll, auditing of department hourly entry and responsible for final accuracy.
• Responsible for collecting new employee information for Federal and State tax purposes, health & life insurance coverages, scheduling new employee physicals, and coordination with other departments to ensure an orderly and accurate hiring of new personnel.
• Maintaining personnel records and preparing personnel reports.
• Maintains payroll records including employee accruals.
• Enters payroll data into system; makes adjustments as required; prepares appropriate deductions.
• Responds to inquiries from town departments, individual employees relative to deductions, vacations, sick leave, and related matters.
• Coordinates with Treasurer/Collector’s Office for year-end Form 1099s and annual W2s to Federal and State agencies.
• Assists Finance Director/Town Accountant with budget account postings and reconciliations.
• Prepares correcting journal entries to the general ledger; works with other departments to correct and prevent errors.
• Monitors departments’ financial transactions for compliance with Massachusetts General Law.
• Responds to requests for information and answer questions from the public and Town departments; prepares a variety of financial reports; occasionally types correspondence.
• Researches and provides information as needed on a broad variety of matters.
• May set up new users in the Town’s financial system.
• Assists Town employees with hardware/software problems; obtains hardware/software support from vendors when necessary.
• Maintains files of all original contracts entered into by the Town and contract/grant documentation. Enters new vendors into the accounting system.
• Attends and records all minutes for internal Safety Committee meetings.
• Assists in preparing and posting the agendas for meetings of the Finance Committee; assembles necessary documents, attends, records, and transcribes minutes of meetings.
• Collects and maintains police off-duty documentation and generates invoices for the appropriate vendors.
• Turns over off-duty payments to the Treasurer/Collector’s office
• Assists in completing special projects as assigned by compiling and verifying the accuracy of data; prepares and provides financial data; history and/or calculations as needed to the Finance Director/Town Accountant.
• Assists the Finance Director/Town Accountant in the annual Town financial audit; the implementation of management audit findings; and reviewing internal financial practices and develop and implement financial controls.
• Responsible for the training of all town departmental personnel in proper usage of MUNIS accounting software for payroll and bill warrant accuracy and proper authorization procedures.
• In absence of the Finance Director/Town Accountant, managers day-to-day operations of Accounting Department.

Physical Qualifications

• Minimal physical effort demanded in performing duties under typical office conditions.

Education and Experience

• High school graduate; Associates Degree in secretarial skills, business administration or related field preferred or four years related experience in governmental record keeping,  or certified attendance of Track I and Track II of the MMAAA annual training seminars;  financial and secretarial work; or any combination of education and governmental experience.

Knowledge, Ability, and Skill

• Knowledge of office procedures and office equipment; familiarity with municipal accounting principles; knowledge of the operation of municipal government.
• Ability to keep accurate and detailed records; ability to maintain patience while working with the public; ability to read and understand accounting reports, financial statements, and related documents.
• Skills in typing and word processing.