Auditor's Office - Administrative Assistant

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The Town of Agawam is accepting applications for one (1) Administrative Assistant in the Auditor's Office. Applications will be accepted until a suitable candidate is found. The minimum salary for this position is $50,568.44 annually. The maximum salary is $57,675.54 annually. Applications are available in the Human Resources Department, located at 36 Main Street, Agawam, MA 01001, Monday-Friday 8:30-4:30, or on our website: (Use the "Apply for this Job" box below).

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ADMINISTRATIVE ASSISTANT

AUDITOR’S OFFICE

PRIMARY RESPONSIBILITY

The Administrative Assistant is primarily responsible for the accurate and timely processing and maintenance of the town payroll. In addition, independently performs a wide variety of responsible clerical, administrative and accounting functions. Supervision is received directly from the Auditor who reviews accomplishments for conformance to established policy.

ESSENTIAL FUNCTIONS

(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.)

• Prints, distributes and audits payroll worksheets submitted by departments.
• Performs data entry, balances payroll and prepares payroll control sheet for Town payroll.
• Runs biweekly reports and distributes them to each department.
• Enters and maintains employee payroll master and deduction files.
• Consults with personnel or officials of departments on payroll matters.
• Prepares and balances monthly retirement reports to payroll data for Hampden County Regional Retirement System.
• Audits subscriber’s list and bills for Town insurance programs and reconciles to monthly MUNIS insurance reports.
• Assist Auditor with correspondence, projects and spreadsheets.
• Audits insurance bills (e.g., Blue Cross and Blue Shield, Fitness First, AFLAC, life insurance).
• Assists in the evaluation, implementation, integration, and ongoing use of municipal software applications, including coordinating upgrades, ensuring system compatibility, and supporting operational efficiencies. Provides training, guidance, and user support to other municipal employees regarding new or updated software systems; develops basic instructional materials and serves as a resource to other employees.
• Performs related work and specialized research as required, directed or assigned.

The Town of Agawam will make reasonable accommodations to enable qualified applicants or employees with disabilities to perform the essential functions of this position.

REQUIRED EDUCATION AND EXPERIENCE

Associate’s degree with concentration in Accounting or Finance or a minimum of five years experience in a municipal accounting/finance clerical position or shall have the equivalent combination of education, experience and training which provides the required knowledge, skills, and abilities to perform the duties as set forth herein.

REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS

• Comprehensive knowledge of municipal accounting, payroll and accounts payable.
• Proficient knowledge of Munis, Microsoft Word, Excel and Outlook.
• Ability to prioritize and manage multiple assignments.
• Communicate in a professional and effective manner in person, by telephone and in correspondence.
• Well organized and detail oriented.
• Working knowledge of the organization, programs, functions and interrelationships of the various municipal departments.
• Ability to make independent work decisions in accordance with governing policy, law, rules and regulations.
• Ability to enforce rules and regulations firmly, tactfully and impartially.
• Ability to maintain a high level of professionalism, integrity, trust and confidentiality.
• Ability to establish and maintain effective working relationships with administrative officials, subordinates, and the general public.

PHYSICAL REQUIREMENTS

The position requires a moderate amount of walking, standing, and sitting. Activities include minimal exertion in body movement such as reaching, bending, twisting, grasping, pushing and pulling of objects. The position requires lifting of 20 lbs on an occasional basis. There is a requirement of fine manipulation associated with the use of computer skills such as word and Microsoft Excel.

ENVIRONMENTAL CONDITIONS:

The occupant works indoors. Chemical solvents such as detergents, toner and cleaning fluids may be used by the occupant of the position.

(This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)