Office Assistant - Finance

Under the direction of Town Collector/Treasurer, provide exemplary customer service; process payments, refunds, municipal lien certificates, betterment release certificates and bill adjustments; reconcile school and town department payroll, perform data entry and provide administrative support, as needed. Participate in Centralized Services initiative.

• Provide assistance to internal and external customers, including members of the public and other Town employees.  Greet visitors, answer phones, respond to customer e-mails and voicemails, explain office procedures, and respond to questions within level of expertise and authorization, referring more complex issues to supervisor.

• Post entries, balance and reconcile school and town department payroll accounts; prepare and distribute deduction checks and transfer funds to appropriate accounts; wire direct deposit file to appropriate bank accounts. Provide backup for reconciliation of Town, monthly and retiree payrolls and health insurance account as needed.

• Prepare Federal and State quarterly payroll taxes for all town and school payrolls, including monthly payrolls and retirees' payroll.

• Prepare annual tax forms for Town's Retirement system.

• Prepare and process municipal lien certificates and release of betterment certificates; prepare turnover report for Assistant Treasurer as needed.

• Schedule special water readings, as needed.

• Collect and process tax and lien payments and issue receipts; maintain, update and adjust billing records; research real estate, excise and water/sewer billing questions. Process refunds and adjust incorrect payments and other discrepancies as needed for all bill types.

• Post lockbox and online payment files daily. Research and resolve lock box rejects.

• Balance cash drawer on a daily basis and prepare and balance bank deposits.

• Oversee Parking Permit program.

• Process department invoices, prepare weekly payroll and order supplies.

• Balance and replenish petty cash account as needed.

• Retrieve daily bank account balances and check for major discrepancies for Treasurer.

• Perform related duties as required.

Skills, Knowledge and Abilities

• Knowledge of standard office procedures, practices, forms and equipment, including working knowledge of Microsoft Office.

• Knowledge of accounting and basic bookkeeping principles.

• Ability to prepare routine correspondence and reports utilizing computerized office applications.

• Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.

• Ability to learn customized software including MUNIS.

• Ability to represent the Town of Andover professionally during difficult interactions; ability to communicate effectively and pleasantly with a wide variety of individuals including customers, co-workers, outside professionals and members of the public.

• Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.

• Ability to perform multiple tasks and deal effectively with interruptions.

• Ability to perform detailed work accurately and with dispatch.

Education and Experience

Duties require an Associate's Degree in Business or related field; knowledge of office administration, bookkeeping principles, data entry, and automated office systems and procedures; specialized bookkeeping training; familiarity with MUNIS strongly preferred; 3 years of related experience; or any equivalent combination of education and experience.

Supervisory Responsibility

Provide daily supervision to the support staff in the Collector/Treasurer's Office.

Physical Elements

• Normal office environment, not subject to extremes in noise, temperature, odors, etc.

• Intermittent standing to assist customers or other staff members.

• Frequent interruptions to assist customers in the office or on the phone.

• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.

• Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-exempt

Grade: IE-14

Standard Work Week:  36.25

Job Code:  6262

Risk Code:  8810

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.