Assistant Town Accountant

Assistant Town Accountant

The Town of Oxford is committed to the full inclusion of all qualified individuals and, as part of this commitment, will provide reasonable accommodation to perform essential job functions as required by law.

Definition

This position is responsible for performing skilled administrative and accounting work; assisting the Town Accountant with the processing, auditing, and reconciliation of detailed financial records in accordance with laws, regulations, and sound practices; acting as Town Accountant in the Town Accountant's absence.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types 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 a logical assignment to the position.

• Processes vendor, non-check, and payroll warrants. Ensures budget validation, mathematical accuracy, proper application of correct vendor and account numbers, approvals have been obtained as required, data is properly entered into the accounting system, and related records are filed; maintains files including vendor data, certificates, and contracts.
• Supports payroll processing. Calculates and balances payroll hours and coding; enters data into payroll system; researches and resolves payroll issues; files related documentation.
• Approves purchase orders.
• Posts, reconciles, maintains records of, and reports on revenue.
• Performs reconciliations and audits of accounts and revolving funds.
• Responds to inquiries from, and provides information to, Town staff and vendors. Provides regular budget reports to departments; researches and works to resolve issues.
• Reconciles and tracks gift and grant fund activities.
• Cooperates with audits of the Town's financial records, providing all requested information.
• Assists with processing and distribution of 1099 forms, and collection and verification of W-9s.
• Analyzes general, revenue, and expenditure ledger accounts to ensure accuracy of data and compliance with appropriate laws. Maintains accurate records of financial transactions.
• Provides administrative support to boards and committees as assigned.
• Attends professional development and education opportunities to keep updated on best practices and new state law requirements.
• Performs reconciliation of accounts with the Town Treasurer.
• Maintain custody of Town contracts, bonds, sureties and records on debt.
• Inventory and maintain the Fixed Assets of the town in accordance with GASB.
• Establish and implement systems, methods, and procedures internal to the office as guided by Massachusetts General Laws; and develop and present recommendations for accounting policies and major systems changes.
• Performs other related job duties as required.

Supervision Received

The employee plans and prioritizes the work independently in accordance with standard practices and previous training and is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed with the supervisor.

Judgment and Complexity

The work requires examining, analyzing, and evaluating facts and circumstances surrounding individual problems, situations, or transactions and determining actions to be taken within the limits of standard or accepted practices.

Nature and Purpose of Contacts

Contacts are with co-workers, vendors, the public, and representatives of civic or professional organizations. The employee represents the organization in matters of departmental practices, procedures, regulations, or guidelines, and is called upon to tactfully discuss controversial matters and ease interactions with dissatisfied customers.

Confidentiality

The employee has regular access to confidential records and information at the department level requiring discretion in interactions, attention to detail in handling information and records, and responsibility for following security protocols.

Qualifications

Bachelor's degree in accounting or related field or any equivalent combination of education, training, certification, and experience.

Knowledge, Skills, and Abilities

Knowledge of standard office policies, practices, and procedures; email, word processing, spread sheet applications; office equipment operation; bookkeeping; and records management.

Effective bookkeeping, organizational, attention to detail, proofreading, recordkeeping, data processing, personal computer, problem-solving, clerical, and communication skills.

Ability to clearly and concisely explain information, including procedures and regulations; prepare and analyze records, data, and reports; maintain administrative systems; maintain accuracy and effectiveness with regular interruptions; plan and prioritize work; multi-task; meet strict deadlines; work independently; be self-motivated; communicate effectively with tact and discretion; maintain confidentiality; maintain good public relations and effective collaborative working relationships; respond in a courteous and professional manner; and work with diverse groups.

Physical & Environmental Working Conditions

The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Works primarily indoors in an office setting.

Sits or stands, with intermittent periods of stooping and walking. May be required to move objects such as files, boxes of paper, office supplies, and office equipment weighing up to 30 lbs.

Applies motor skills to move objects, file and sort documents, and use office equipment such as telephones and computers.

Routinely reads documents for general understanding and analytical purposes, including handwriting, spreadsheets, and forms; inspects surroundings and fine details to assess conditions of materials and equipment; and reviews detailed information displayed on a computer screen.