JOB TITLE: Principal Bookkeeper - Accounts Payable

FLSA STATUS: Non-Exempt – Full-time– Benefit Eligible

LOCATION: Accounting Office

RATE: Grade 2, Range begins at $ 21.61, based on qualifications

WORK SCHEDULE: Mon-Fri., 37.5 hours per week

1. Nature of Work: The Principal Bookkeeper prepares professional financial records, advanced bookkeeping, complex computer application work, and clerical work products; primary work tasks relate to accounts payable, accounts receivable, and general administration. A Principal Bookkeeper is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control. Employee is required to perform all similar and related duties.

2. Supervision Received: Under the direct supervision of the Budget Analyst, and the general supervision of the Town Accountant, the employee plans and carries out the regular work in accordance with standard practices and previous training. Employee follows department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. The employee is expected to solve through experienced judgment most problems of detail or unusual situations by adapting methods or interpreting instructions to solve the particular problem. Instructions for new assignments or special projects usually consist of statements of desired objectives. Work is generally reviewed only for technical accuracy, appropriateness of actions or decisions, and conformance with policy or other requirements.

3. Confidentiality: Employee has regular access to confidential information of the department. Confidentiality must be maintained with regard to this information in accordance with Departmental Policy and the Public Records Act.

4. Accountability: Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town. Consequences of errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

5. Judgment: Guidelines may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area. Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements within the limits of the guidelines or policies.

6. Complexity: The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field. Assignments typically concern such matters as accounting services and recommending improvements.

7. Nature and Purpose of Public Contact: Employee interacts primarily with Departments, co-workers and vendors. The employee deals with department co-workers, on occasion the public and vendors regarding information pertaining to them in the Town’s records under the Principal Bookkeeper’s assigned responsibilities. Excellent communication and customer service skills are required involving courtesy, tact, and diplomacy in resolving complaints or concerns in working with co-workers and vendors.

8. 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 logical assignment to the position.

1. Responsible for computerized processing of accounts payable financial transactions, receives all invoice forms from all departments

2. Maintains complex bookkeeping and/or financial records. Develops and prepares financial reports, accounting reconciliation, and balancing, and other related financial documents as requested.

3. Provides customer service by answering questions both in person and by telephone. Supplies information relating to policies, rules and regulations of the department; assists the general public and/or external customers with inquiries via personal discussion, telephone conversations, and by mail.

4. Performs data processing related duties including using available statistical packages or programs, encoding data, data entry and retrieval and computer terminal operations or routine programming/reprogramming.

5. Records and verifies all income transactions from Departments. Examines invoices for accuracy, proper account coding and, completeness.

6. Responsible for matching up deposits from the Treasurer’s Office with back-up and identifying any errors that need to be corrected for the Town Accountant.

7. Performs all general clerical duties including computer work, typing, filing, data entry, answering the telephone, opening and delivering mail, assisting customers and employees.

8. Assists outside Auditors and Consultants at the end of the year by providing necessary financial/accounting information.

9. Records purchase orders from Departments, verifies for accuracy and funding as assigned

10. Records and verifies all invoices for input into the accounts payable records system, generates warrants and other reports and prints checks for the Treasurer’s Department.

11. Provides back up for the Payroll Specialist when needed.

12. Provides required regular attendance and punctuality at the work place.

13. Opens and distributes department mail.

14. Prepares reports and Form 1099s

15. Records and verifies all payroll transactions into the payroll system when needed for Payroll Specialist, generates all reports for school and town payroll.

16. Performs similar or related work as required, directed, or as situation dictates including assisting co-workers to maximize the delivery of Town Services to the public.

9. Recommended Minimum Qualifications:

Education and Experience: High school education required, and two years of experience in general accounting or advanced bookkeeping work, or any equivalent combination of training and experience. Prior municipal experience preferred.

10. Knowledge, Abilities and Skill

Knowledge: Knowledge of standard and advanced bookkeeping principles, procedures, records and forms, office procedures, practices and terminology. Excellent computer skills in bookkeeping/financial systems. General knowledge of local government and its operations. Knowledge of governmental fund accounting. Knowledge and experience with the payroll process, warrant process, back accounts and other account reconciliation.

Abilities: Ability to maintain detailed and complex financial records. Ability to compose correspondence. Excellent communication skills and working relationships with the public, co-workers, other employees, town officials and vendors.

Skill: Excellent mathematical skills, bookkeeping, and accounting skills. Expertise and advanced skill in utilizing personal computers and office application software.

11. Work Environment: The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be occasionally required to work beyond normal business hours to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.

12. Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.

13. 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 Demands: 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 generally up to 30 pounds. Minimal physical effort required in performing duties under typical office conditions. Ability to operate a keyboard at efficient speed and view computer screens for extended periods of time. Specific vision requirements include close vision and the ability to adjust focus. Ability to sit, stand, walk and hear.

14. Motor Skills: Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include using a personal computer.

15. Visual Demands: Position requires the employee to constantly read documents and reports for understanding and analytical purposes.

(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.)

External applicants and Internal applications accepted until position is filled.