Deputy Treasurer

Statement of Duties

Responsible for the administrative, supervisory and financial work assisting the Treasurer/Collector in the maintenance of accounts and other financial records; performs a variety of responsible accounting, financial, and analytical functions relative to receipt and disbursement of City funds and all other related work as required. In the absence of the City Treasurer/Collector, the Deputy Treasurer has the authority to perform the duties of the City Treasurer/Collector subject to the requirements of the Mass. General Laws.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Manages the collection of daily receipts and deposits of City funds, including posting of all receipts and disbursements to the General Ledger using MUNIS Software.
• Ensures that all cash received by the City is balanced and verified to the Bank and General Ledgers.
• Maintains and manages the City’s cash journal, including daily deposits and related matters. Maintains cash book, record of departmental receipts and disbursements. Maintains books and records of all investments and bank accounts of the City.
• Assists the Treasurer/Collector in determining cash flow projections. Ensures funds are adequate to meet current obligations; manages funds to ensure that all obligations can be paid in a timely manner; and is continually aware of the City’s cash position, depositing cash daily and reconciling all bank accounts.
• Transfers monies between bank accounts for disbursements of warrants, government reimbursements, grants, ACH payment transactions, and wires. Ensures that corresponding transfers are correctly booked to the General Ledger.
• Responsible for the accurate and timely completion of all City bank account reconciliations, including bank adjustments and corrections.
• Manages reconciliation of Treasurer’s cash to General Ledger
• Maintains and monitors all City bank accounts.
• Uploads vendor and payroll files to banking institutions.
• Reconciles Stabilization and Trust Funds to Bank and General Ledger
• Review charge codes on monthly basis to determine correlation with correct bank account.
• Manages the tailings process
• Develops and maintains financial information for City’s Bond Issues
• Maintains schedule of debt service payments for the City
• Reconciles petty cash; signs off on all refunds and transfers.
• Submits required payroll payments and quarterly filings to the IRS and DOR (W-2, 1099R, 1099M, 941 and 945).
• Prepares various reports on a weekly, monthly, quarterly, or annual basis relative to cash reconciliation, receipts and balances and trust funds for local, state, and federal agencies
• Works with taxpayers to resolve the more difficult and complex issues related to payments and penalties; answers inquiries from taxpayers, performs research as required, to resolve problems; updates records, as needed.
• Responds to request for information from taxpayers, government officials, bank officers and others on an as-needed basis. Acts as informational contact person for questions regarding various departmental operations, policies, and programs.
• Oversees the administration of tax title proceedings
• Trains Treasury and City Departmental staff on cash receipts processing
• Oversees the work of Treasury staff, assumes Division responsibilities in absence of Treasurer/Collector.
• In consultation with the Superintendent of Buildings and Grounds, updates building inventory and responds to inquiries from City’s Building Insurance carrier.
• Performs similar or related work as directed, required, or as situations dictate. Performs other duties as assigned by the Treasurer/Collector.

Recommended Minimum Qualifications:

Education and Experience: Graduate of a four year college with Bachelor’s degree in business, finance, accounting or related field plus a minimum of five (5) years’ related experience, preferably in a municipal setting; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Three (3) years’ experience supervising treasury activities preferred.

Special Requirements: Successful candidate must be able to qualify for fidelity bonding.

Knowledge, Abilities and Skill

Knowledge: Thorough knowledge of municipal financial policies and procedures and the applicable provisions of the Massachusetts General Laws pertinent to the operation of the Treasurer/Collector’s office. General knowledge of cash handling, cash controls, and accounting and finance principles. Proficiency using MUNIS a plus.

Ability: Ability to interact appropriately and tactfully with the general public and other city departments. Ability to resolve difficult customer service issues. Ability to analyze and interpret financial data and to present findings clearly in written and oral form. Ability to maintain detailed and extensive records and prepare reports. Ability to work effectively under time constraints to meet deadlines. Ability to work independently and make decisions. Ability to effectively motivate and manage staff, ability to handle problems and emergencies effectively; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain confidential information; ability to deal appropriately with a variety of City departments and employees, City officials and members of the general public.

Skill: Strong financial and supervisory skills; skill and accuracy in working with numbers and details. MS Office proficiency required. Skill in data processing, word processing, spreadsheets and related financial applications; excellent organizational skills.

Work Environment

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Work is subject to fluctuations, due to scheduled events and regular interruptions to respond to requests for information or service, sometimes in stressful situations. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings.

Physical and Mental 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 position’s essential functions.

Physical Skills

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills

for activities such as moving objects, operating a telephone system, computer and/or most other standard office equipment, typing and/or word processing, filing, and sorting.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes.

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The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact the ADA Coordinator at View phone number on us.fitly.work or View email address on us.fitly.work.

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completion of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation for non-union positions. Union positions vary by contract. Please note, police officers are members of the SPEA union. Public Health Nurses are part of Union A (SMEA).
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.