Payroll & Finance Coordinator

General Summary The Town of Littleton is seeking qualified applicants for a full-time, benefits eligible Payroll & Finance Coordinator position in the Treasurer’s Office. Responsibilities are to provide skilled payroll, accounting, treasury and administrative work in assisting the Treasurer and Director of Finance and Budget in the management and processing of payroll and cash management duties; performs all other related work as required. Successful candidates will have a high school education; associate’s degree required; three years of progressively responsible experience in municipal financial administration; or an equivalent combination of education and experience. The anticipated hiring range is $29.34/hr – $30.81/hr, commensurate with experience. This is a non-exempt position governed by the Personnel By-Law and Employee Handbook. Application with cover letter and resume should be sent to View email address on click.appcast.io. Applications will be reviewed on a rolling basis and accepted until Friday, June 19, 2026. The Town of Littleton is an EOE. Position Purpose The purpose of this position is to provide skilled payroll, accounting, Treasurer/Collector and administrative work in assisting the Treasurer/Collector in the management and processing of payroll and cash management duties; performs all other related work as required. Supervision Supervision Scope: Performs a variety of responsible duties requiring the exercise of judgment and initiative to interpret guidelines and carry out assignments independently. Work at this level requires a working knowledge of departmental operations, local and state laws. Supervision Received: Works under the general direction of the Town Treasurer/Collector and the Director of Finance & Budget/Town Accountant and in accordance with Massachusetts General Laws, town policies, town bylaws, and relevant state, federal, and local regulations and standards. Employee establishes own work plan and completes work in accordance with established departmental policies and standards. Supervision Given: Occasionally supervises volunteers, assigning tasks, and monitoring work performance. Work is performed under typical office conditions; work environment is moderately noisy and often frequently interrupted. Occasionally will need the capacity to work from home during office closures due to weather or other events. Operates computer, calculator, telephone, copier, facsimile machine, and other standard office equipment. Makes regular contacts with other Town employees, departments, boards, committees, banks and benefits providers, as well as contact with the public. Contacts are by phone, correspondence, email and in person; they consist of problem resolution and an information exchange dialogue. Has access to unlimited department-oriented confidential information including all town personnel records including highly personal information about employees, which requires the application of appropriate judgment, discretion and professional protocols. Errors could result in delays of critical timely payroll processing and/or vendor payments, and have significant negative financial repercussions for the town. Essential Functions Processes the bi‑weekly payroll for all Town Employees. Enters and verifies all earnings, deductions and attendance entries. Coordinates the processing of exceptions with the Assistant Treasurer/Collector. Manages entry and reviews department payrolls for accuracy and remote user validation. Calculates retroactive payments as necessary for all employees, net deposit advices and processes all related payroll reports. Completes warrant processing and performs bank exports of employee payments via ACH and positive pay files. Works closely with the Human Resources Department to ensure accuracy of payroll information. Processes special payrolls throughout the year for voids, reissues, corrections and adjustments through the payroll and accounts payable systems. Responsible for processing special payrolls for Senior Tax Program workers and school summer payrolls. Imports weekly and special payrolls into the accounting system. Manages records and prepares weekly reports pertaining to payroll deductions for Federal and State government and other agencies. Implements changes and maintains records of weekly payroll deductions. Responsible for validation, processing and payments of weekly IRS and CSE garnishments and deferred compensation employee deductions with the Federal Government, MA Department of Revenue and deferred compensation 457 plan providers. Manages Senior Worker Program for Finance Office. Prepares yearly calendar, coordinating the scheduling of four or more individual workers and assigning duties. Tracks hours according to yearly program maximum and signing off on completed hours for all workers to facilitate payment through the town Senior Tax Work off Program. Provides training as necessary. Manages and coordinates all Kimball/Morrison Scholarship applications for the Trust Fund’s Selection Committee. Contact schools and/or students for questions or incomplete applications. Schedule interviews as requested by the committee. Maintains Massachusetts State Records Retention program for the Finance Department including all payroll, administration, tax title, bond issuance, financial and all other records. Composes and catalogues letters to State for approval. Manages disposal of records according to State schedule. Maintains record storage and content inventory in vault and safe storage areas. Coordinates with all town departments to maintain and process bank deposits, count cash and checks and prepare daily deposit summary to reconcile turnovers from departments for entry into Treasurer’s cash book. Responsible for processing and validation of receipts in accounting system. Utilizes cash management tools including online check imaging system and electronic banking to create deposits. Manages cash deposits and transports cash to bank daily. Reviews real estate and lockbox transactions for inclusion on daily receipt batches. Distribute weekly transaction reports to departments for their online credit card payments. Ensure accuracy of departmental turnover. Responsible for daily transaction monitoring and recording of online bank deposits for all departments utilizing this process. Ensures communication of deposit information to appropriate department for deposit to Treasurer’s office on a daily basis. Reconciles the monthly bank statements for online bank deposits and submits reconcilement and back‑up data for approval by the Treasurer. Acts as backup to the Accounting area in the processing of bi‑weekly accounts payables. Verifies accounts payable warrant summary. Confirms accuracy of department entry of vendor invoice packets. Processes completed warrant including preparation of warrant for Board of Selectmen’s review, print checks, process check register and related reports to save electronically and ensures completion of the warrant on a timely basis. Distributes accounts payable checks to departments. Tracks and distributes checks to vendors for pick‑up. Transports checks to Post Office for mailing. Responsible for the safe in the Treasurer’s Office. Creates log for items to be held or released. Exports all checks to bank in positive pay file to enable accounts payable reconciliation. Monitors positive pay file exceptions daily and the disposition of any exceptions for payment or rejection. Processes the import of paid check files for accounts payables and payroll into accounting and payroll databases for department confirmation of check status. Researches tailings and mails uncashed check letters at least twice per fiscal year. Responsible for confirmation of accounts payable and payroll check status for town departments and employees through electronic banking system. Processes outstanding accounts payable and payroll checks; prepare affidavits for vendors and employees. Processes stop payments and manual voids through the banking system. Issue replacement checks to employees. Facilitates replacement check processing through accounts payable. Responsible for preparing and distributing quarterly invoices to school department for the reimbursement of postage costs. Collection and posting of tax payments for real estate, personal property, and motor vehicle excise taxes, betterments and liens as under procedures defined by MGL. Enters payments on the computer, balances all receipts and posts payments; prepares the deposit; prepares Municipal Lien Certificates (MLC); prepares the schedule of receipts and forwards to the Town Accountant. Trusted to administer stamping of documents. Answers inquiries from property owners, members of the banking and real estate community, and other interested parties regarding any matter related to the Department. Handles difficult customer service requests. Documents departmental functions and researches best practices and process improvement. Performs similar or related work, including special projects as required. Recommended Minimum Qualifications Education, Training, and Experience Associates degree required in related field; three years of progressively responsible experience in municipal financial administration; payroll experience preferred; or an equivalent combination of education and experience. Special Requirements Possession of a valid motor vehicle operator’s license. Employee must be bondable since this is a position with MGL statutory authority requiring a bond. Knowledge, Ability, and Skill Knowledge: Working knowledge of the Massachusetts General Laws pertaining to municipal finance. Thorough working knowledge of Microsoft Office computer applications for payroll, accounting and cash management. Extensive knowledge of the organization, operations, and procedures of local government. Ability: Ability to perform numerous tasks with frequent interruptions. Ability to handle inquiries and/or complaints tactfully and effectively. Ability to create and maintain complex records and prepare reports from such records. Ability to maintain effective payroll and accounting procedures. Ability to initiate and carry out assigned projects to their completion. Ability to communicate effectively verbally and in writing. Ability to work well with employees in all departments. Ability to operate standard office equipment. Skill: Skill in all of the above referenced methodologies, equipment and systems. Skilled aptitude for numbers and details. Excellent organizational and communication skills. Excellent customer service skills. Physical Requirements Lifts/moves objects weighing up to 25 pounds, files, and types on a keyboard at a moderate speed. Communicates personnel documents and information to employees, officials, and the general public. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. (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.) #J-18808-Ljbffr Agricultural Working Group