Town of Ayer Job Vacancy
Fulltime 40 hours per week/$23.59 per hour/Benefitted; Work Schedule is Regular Town Hall Hours; Position is covered under the AFSCME 93 Town Hall/Clerical Union
Please submit letter of intent, resume and three (3) references to the Town Administrator’s Office, Ayer Town Hall, 1 Main Street, Ayer, MA 01432 by 12:00 PM Friday January 5, 2018. Submissions may be sent electronically in PDF format to firstname.lastname@example.org
The Town of Ayer is seeking applications from qualified candidates for the position of Assistant Accountant.
Performs a variety of technical, accounting, and administrative functions related to the maintenance of the Town’s financial records. Provides administrative support to the Finance Manager/Town Accountant and all other related work, as required. Has the authority to assume the statutory power and duties of the Town Accountant in his/her absence, in accordance with MGL Chapter 41:49A.
Works under the administrative direction of the Finance Manager/Town Accountant.
Functions independently, referring specific problems to supervisor only where clarification
or interpretation of department policy or procedure is required. Regularly provides direction and guidance to town employees regarding compliance with municipal finance regulations.
Performs highly responsible functions of a complex and technical nature, requiring significant exercise of judgment and initiative to ensure that payroll and payables transactions conform to law and to professional standards.
Work is performed under typical office conditions; may be required to work outside normal business hours during cyclic periods.
Operates a computer and general office equipment, such as calculator, copier, facsimile machine, typewriter, and telephone.
Makes frequent contact concerning accounting matters with all town departments, vendors, contractors, and other relevant state agencies.
Has access to department-related confidential information.
Errors could result in financial losses from improper expenditures of public funds.
(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.)
Bi-weekly Accounts Payable Warrants – reviews all invoices submitted for payment from
departments in Town for accuracy, completeness, and legitimacy. Each invoice must be checked for the date of purchase, the amount spent and the proper account being charged, the authorized signature for the account, accuracy in recording vendor name and address, and accuracy of math.
The Assistant verifies that proper procurement is followed for all purchases of $10,000 or more.
The Assistant Accountant is also responsible for the data entry of certain departments’ invoices, such as the Board of Selectmen. Interacts with vendors on a regular basis to resolve discrepancies with vendor statements. Once all invoices for a warrant are reviewed, the Assistant Accountant prepares the Payables Warrant and agrees the total of the warrant to the batch totals of the invoices. The warrant is then given to the Town Accountant for signature, and then forwarded to the Selectmen for approval (signature).
The Assistant Accountant controls the vendors in the accounting system. The departments must forward W- 9s for new vendors. The Assistant Accountant then assigns a vendor number and enters the appropriate tax information from the W-9s. The Assistant Accountant is instrumental in preparing the annual 1099s for distribution to vendors and government agencies.
Bi-Weekly Payroll Review – Payroll is prepared by the Benefits & Payroll Director and forwarded to the Assistant Accountant for review. Time cards/payroll summary sheets are compared to the Preliminary Payroll Warrant for accurate transference of hours, proper accounting of leave time, accuracy of totals and proper account numbers. The Assistant Accountant tabulates the new department totals for any changes and agrees them to the Final Payroll Warrant. The Assistant Accountant prepares the Payroll Warrant cover sheet for signature by the Accountant and Selectmen.
Monthly Senior Van Service Report - The Assistant Accountant prepares and submits the monthly Senior Van Service Income and Expense Report to the Montachusett Regional Transit Authority (MART) for reimbursement to the Town.
Recommended Minimum Qualifications:
Education, Training, and Experience:
Associates degree in Accounting or business field plus 5 years of experience, municipal experience preferred; or an equivalent combination of education and experience.
Knowledge, Ability, and Skill:
Ability: Ability to use computerized accounting software. Ability to plan and prioritize work and perform tasks to meet firm deadlines. Ability to organize clerical records. Ability to communicate effectively in oral and written form. Ability to develop effective working relationships with town employees.
Skill: Office management skills. Attention to detail and skill in performing mathematical
calculations in an accurate, timely manner with frequent interruptions. Skill in operation of computers. Physical Requirements: Minimum physical effort generally required in performing duties under typical office conditions. Position requires the ability to operate a keyboard and standard office equipment at efficient speed. The employee is frequently required to use hands to finger, handle, or feel objects, tools, and controls and reach with hands and arms. The employee is frequently required to sit and talk and hear. Specific vision requirements include close vision, distance vision, and the ability to adjust focus.
(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.)