Principal Bookkeeper, Accounts Payable

Position Title: Principal Bookkeeper – Accounts Payable

Department: Accounting

Reports to: Town Accountant

FLSA Status: Non-exempt, full-time, benefit eligible

Position Grade: Personnel Policies, Grade 3

Pay Range: Hiring Range $25.48 - $29.90.  FY27 range $25.48 - $34.39, actual pay based on qualifications

Work Schedule: Mon-Fri. 37.5 hours per week

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.

 Supervision Received: This position works under the general supervision of the Town Accountant. Position may be supervised by the Assistant Town Accountant based on the project assigned. 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.

 Confidentiality:  Employee has access to town-wide confidential information, including employee records, financial and litigation data, collective bargaining agreements and negotiations, HIPAA protected documents and other related matters. Confidentiality must be maintained at all times in accordance with departmental policy, federal, state and local laws and the Public Records Act.

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.

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. Sound professional judgment is required at all times to complete the job duties. This includes following existing policies and procedures as well as offering suggestions for improvement.

Complexity: Work consists of employing many different concepts, theories, principles, techniques, and practices.  Assignments typically involve interpreting and applying regulatory changes, assessing services and recommending improvements, devising new techniques for application to the work, and recommending procedures, standards, or criteria.

Nature and Purpose of Public Contact:  Employee regularly interacts with co-workers, department heads, Town officials, and vendor. Employee handles information regarding the Town’s records under the Principal Bookkeeper’s assigned responsibilities. Contact is by telephone, in person, and via written correspondence.  Excellent communication, interpersonal, and customer service skills are required, involving courtesy, tact, and diplomacy to resolve questions or issues.

Essential Functions: The essential functions or duties listed below are intended only as illustrations of the type of work that may be performed.  The omission of specific duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

1.  Responsible for reviewing, verifying and processing all invoices, refunds, prints checks and void warrants in accordance with M.G.L., c. 41., and ensures expenditures comply with procurement rules, budget appropriations and town financial policies. 

2.  Responsible for reviewing and verifying account numbers on records for accuracy, resolves discrepancies with departments, and posts weekly deposits and ACH payments.

3.  Maintains vendor files, W-9 documentation, and prepares annual 1099 report for filings.

4.  Assists with maintaining grants, capital projects, and fixed asset files.

5.  Performs monthly reconciliations of receivables and researches and resolves discrepancies identified during monthly cycles, working closely with the Treasurer/Collectors office.

6.  Scans and maintains digital copies of all relevant accounting records.  Archives paper records according to state and departmental procedures.

7.  Provides training and assistance to end-users in the use of the town’s computerized software systems.

8.  Provides support to the Payroll Specialist and serves as back-up during their absence.

9. Maintains department files in an orderly manner, files documents, and retrieves documents from files as requested. 

10. Provides customer service by answering questions both in person and by telephone.  Supplies information relating to policies, rules and regulations of the department; assists employees and/or external customers with inquiries. 

11. Performs all general clerical duties including computer work, filing, data entry, answering the telephone, and assisting customers and employees. 

12. Assists with annual audit by providing requested financial/accounting information.

13. Performs similar or related work as required, directed, or a situation dictates and other special projects, including research, analysis, data collection, and reporting on special projects as needed by the Town Accountant or Finance Director.

 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.

Knowledge, Abilities and Skill

            Knowledge: Thorough 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, bank 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.

 Work Environment: Work is performed under typical office conditions, with little exposure to occupational risks; and has interruptions during the day from telephone, email, and in-person inquiries. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.  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.

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

 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 at a desk 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.

Motor Skills: Duties require hand and eye coordination with finger dexterity and motor coordination.  Examples include using a personal computer.

Visual Demands: Position requires the employee to constantly read documents, computer screens 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.)