FLSA Status: Hourly
Reports To: Finance Administrator/Town Administrator
General Summary
The Finance Assistant provides critical assistance to the Finance Administrator to ensure the accurate processing of financial transactions, maintain detailed records, and assist with payroll, processing of invoices, and auditing compliance.
Essential Duties
Payroll:
- Utilizing the payroll system, ensure that all employee information is accurate, including pay rates, taxes, deductions, and labor classification.
- Process payroll weekly for multiple departments/classes of employees. Ensure that department heads have followed the correct policies for paying employees (i.e., holidays, comp time, etc.).
Accounts Payable:
- Utilizing accounting software, process accounts payable for all Town Departments and committees. Proof all invoices for proper authorization, supporting documentation, and account classifications.
- Ensure that all payments made via ACH are scheduled and processed in a timely fashion.
- Input all credit card transactions and reconcile monthly for payment
- Prepare and present A/P manifests to Treasurer and Selectboard
- Maintain vendor accounts information; resolve vendor discrepancies
- Support 1099 year-end processes and filing requirements
Accounting Administration:
- Monitor cash receipts and deposits; maintain supporting documentation
- Collaborate with departments to ensure proper cash handling and recording
- Filing & Records Management: Maintain organized and compliant financial records (electronic and paper). File and archive documents per retention schedules and Town policy. Assist with document retrieval for audits, public records requests, and reporting.
- General Finance Support: Assist with journal entries, account coding, and month-end closing tasks. Work with auditors. Prepare routine reports, spreadsheets, and reconciliations as assigned. Provide customer service to internal staff and the public; route calls and emails appropriately. Support special projects, audits, and process improvements under the direction of the Finance Administrator and Town Administrator.
- Other related duties as assigned.
Desired Minimum Qualifications
Education and Experience
- Minimum Qualifications: High School diploma or GED and Two (2) years of relevant bookkeeping/clerical work experience or an equivalent combination of education and experience that demonstrates competency
Knowledge, Skills, and Abilities
- Proficiency with standard office software (e.g., Excel, Word, Google Suite), and ability to learn financial/payroll systems.
- Demonstrated accuracy, attention to detail, and organizational skills.
- Ability to meet deadlines and prioritize multiple tasks effectively.
- Ability to maintain confidentiality and handle sensitive information.
- Strong communication skills and customer service orientation.
Physical and Mental Requirements
(Town will make reasonable accommodations per ADA)
Primary Physical Requirements
Lift or Carry up to 10 lbs.: Frequently Required
Lift or Carry up to 25 lbs.: Occasionally Required
Lift or Carry 26 to 50 lbs.: Rarely required
Reach above shoulder height: Occasionally required
Reach at and below shoulder height: Required
Push/Pull: Occasionally required
Other Physical Considerations
Twisting, Bending, Squatting, Kneeling, Crouching: Occasionally required
Work Surface(s)
Standard office desk and chair.
Carpeted and wood floors.
Hand Manipulation
Grasping: Frequently required
Handling: Frequently required
Torquing: Occasionally required
Fingering: Frequently required
Controls and Equipment: Standard office equipment
In an 8-hour day Employee is required to:
Consecutive Hours Total Hours
Sit around 2 up to 8
Stand/Walk less than 1 less than 2