Principal Bookkeeper, Accounts Payable

Principal Bookkeeper – Accounts Payable

Responsible for managing the town’s accounts payable, accounts receivable, and general administration. Ensures accurate financial records, compliance with procurement rules and governmental regulations, and efficient application of advanced bookkeeping practices.

• Review, verify, and process all invoices, refunds, printed checks, and void warrants in accordance with M.G.L. c. 41 and applicable procurement rules, budget appropriations, and town financial policies.
• Review and verify account numbers on records for accuracy; resolve discrepancies with departments; post weekly deposits and ACH payments.
• Maintain vendor files, W‑9 documentation, and prepare annual 1099 reports.
• Assist with maintaining grants, capital projects, and fixed‑asset files.
• Perform monthly reconciliations of receivables and research and resolve discrepancies identified during monthly cycles in coordination with the Treasurer/Collectors office.
• Scan and maintain digital copies of all relevant accounting records; archive paper records according to state and departmental procedures.
• Provide training and assistance to end‑users in the town’s computerized software systems.
• Provide support to the Payroll Specialist and serve as backup during their absence.
• Maintain department files orderly; file and retrieve documents as requested.
• Provide customer service by answering questions in person and by telephone; supply information related to departmental policies, rules, and regulations; assist employees and external customers with inquiries.
• Perform general clerical duties including computer work, filing, data entry, answering the telephone, and assisting customers and employees.
• Assist with the annual audit by providing requested financial/accounting information.
• Perform similar or related work as required, directed, or by situation, including research, analysis, data collection, and reporting on special projects as needed by the Town Accountant or Finance Director.

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

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 operations; knowledge of governmental fund accounting; experience with payroll, warrant processing, bank accounts and reconciliation.

Abilities: Ability to maintain detailed and complex financial records; compose correspondence; excellent communication skills and strong working relationships with the public, co‑workers, employees, town officials, and vendors.

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

Work is performed in a typical office setting with occasional interruptions from telephone, email, and in‑person inquiries. Standard office equipment is used. Employees may occasionally work beyond normal business hours to meet work assignments.

Work demands primarily sitting at a desk, with intermittent standing, walking, and occasional lifting of objects up to 30 pounds. Ability to operate a keyboard efficiently and view computer screens for extended periods. Hand and eye coordination required.