Finance and Human Resources Assistant

Town of Carlisle

Finance and Human Resources Assistant

Job Description

Job Title : Finance and Human Resources Assistant

Department: Finance & Human Resources

Supervisor : Town Treasurer/Collector & ATA/HR Director Salary : Grade 7

Hours Worked: Full-Time (35hrs/week)

FLSA Status : Non-Exempt

Position Purpose :

The purpose of this position is to provide accounting, personnel, benefits management, and clerical work in assisting the operations of the Treasurer-Collector and Assistant Town Administrator/HR Director; performs all other related work as required. 

Supervision :

Supervision Scope: Performs varied and responsible duties of a responsible nature requiring considerable judgment in providing technical services and assistance to the Treasurer-Collector and Assistant Town Administrator/HR Director.

Supervision Received: Works under the general direction of the Treasurer-Collector and Assistant Town Administrator/HR Director and in accordance with applicable Massachusetts General Laws, Town policies, Town bylaws and relevant state, federal and local regulations and standards.

Supervision Given: None.

Job Environment :

Work is performed under typical office conditions. Work environment is moderately noisy. 

Operates computer, calculator, copier, facsimile machine, telephone, check scanner and other standard office equipment.

Makes frequent contact with the general public, other town and school departments, employees, banking and legal professionals; communication is in person, by telephone, and via the mail and e-mail. Contacts generally consist of an information exchange dialogue.

Has access to department-related confidential information, which requires the application of appropriate judgment, discretion and professional protocols.

Errors could result in confusion and delay in receiving municipal funds and in meeting municipal liabilities and require considerable time and effort to identify and correct.

Essential Functions:

Performs all payroll-related functions, including employee setup and maintenance in BambooHR, tracking leave and accruals, ensuring accurate biweekly payroll processing and reporting in Harpers, and preparing related federal, state, and agency reports.

Supports the efficient operation of Human Resources by performing various administrative duties, maintaining office procedures, and serving as a key contact for employees, department heads, vendors, committees, and the public—especially in the absence of the Assistant Town Administrator/HR Director.

Administers benefits, including processing and reconciling invoices and withholdings, maintaining and updating group insurance offerings, retirement system requirements, and personnel records in a confidential manner. Prepares paperwork for Long-Term Disability claims and Workers’ Compensation, and coordinates closely with the Town’s insurance carrier.

Coordinates employee benefit-related training sessions, organizes annual Health and Benefit Fairs, and schedules pre-employment physicals and onboarding documentation for new hires.

Performs research on HR or insurance topics and prepares professional correspondence, draft edits, and clerical support for boards or committees as required.

Collects and processes all types of payments to the Town, including taxes, departmental revenues, and penalties. Issues duplicate bills, posts payments in the Munis system, and generates receipts and reports.

Responds to inquiries from taxpayers, attorneys, and banks in person and by phone, serving customers at the counter with professionalism and accuracy.

Prepares and performs daily bank deposits via check scanner and/or in-person at bank branches. Initiates bank transfers and wires for payroll, accounts payable, and trust funds.

Coordinates billing operations: generates bill files, works with software vendors and the Deputy Collector on invoice issuance, reviews commitments, and sets billing schedules.

Manages accounts payable by creating payment files, producing check registers, issuing vendor checks, and transmitting files to the bank for disbursement.

Produces Municipal Lien Certificates and supports special meetings or projects as needed.

Performs various clerical tasks, including typing, filing, data entry, and other duties as assigned or dictated by departmental needs.

Errors and Omissions:

Errors in judgement or omissions could result in delays in service, and loss of funds.

Recommended Minimum Qualifications :

Education, Training and Experience :

Associate degree required; HR experience preferred. Accounting experience is a plus but not essential. Must be able to obtain a surety bond annually.

Knowledge, Ability and Skill :

Knowledge . Working knowledge of municipal laws and regulations related to accounting, billing and collection activities preferred.

Ability: Ability to communicate effectively both verbally and in writing. Ability to work accurately with frequent interruptions, handling heavy detailed workload. Ability to work on multiple tasks simultaneously. 

Skill: Must be proficient in Microsoft Word, Excel, Outlook, tax collection software, Harpers, and municipal accounting software, preferably MUNIS.

Physical 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 essential functions. Regularly required to walk, stand, sit, talk, and hear; uses hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms as in picking up papers, files, and other common office objects weighing up to 10 pounds. Must be able to operate a keyboard at an efficient speed. Vision and hearing at or correctable to normal ranges.

(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)