Bookkeeper

ESSENTIAL JOB FUNCTIONS

The duties listed below are representative of the position and are not intended to be all-inclusive. Additional duties may be assigned as needed.

• Process accounts payable and accounts receivable transactions accurately and timely.
• Monitor outstanding receivables and assist with collection efforts, payment follow-up, and maintenance of accurate customer records.
• Assist with processing payroll and maintaining payroll records.
• Maintain and reconcile financial records, ledgers, and supporting documentation.
• Compare purchase orders, contracts, and invoices to verify pricing, discounts, and terms have been applied correctly.
• Investigate and resolve invoice discrepancies and payment issues.
• Maintain payment schedules and ensure vendors are paid according to established agreements and due dates.
• Prepare bank deposits and assist with cash receipt processing.
• Prepare monthly bank reconciliations for review by the Town Treasurer.
• Assist in the preparation of monthly, quarterly, and annual financial reports, including the Treasurer’s Reports.
• Process and maintain records for real estate and personal property tax accounts.
• Assist with tracking revenues, expenditures, and budget activity.
• Prepare and review invoices, billing statements, and collection records for Town services and fees to ensure proper approvals, accurate coding, adequate supporting documentation, and compliance with purchasing policies.
• Prepare journal entries and assist with month‑end and year‑end closing activities.
• Assist with year‑end reporting, including 1099 processing and audit preparation.
• Support the annual financial audit by gathering requested documentation and schedules.
• Maintain organized electronic and physical filing systems for financial and official Town records in accordance with record retention requirements.
• Assist with employee benefit and retirement record administration as assigned.
• Respond to residents, vendors, and staff inquiries regarding payments, billing, and account information.
• Establish and maintain positive working relationships with vendors, contractors, consultants, and service providers.
• Contact vendors to obtain required documentation needed for payment processing, including W‑9 forms, banking information, tax identification numbers, and other supporting documents.
• Maintain compliance with Generally Accepted Accounting Principles (GAAP), governmental accounting standards, and federal, state, and local requirements.
• Maintain confidentiality of financial, payroll, personnel, and Town records.
• Provide administrative and clerical support to the Town Treasurer and Town Administrator.
• Support front office coverage by providing high quality customer service to residents and visitors, responding to inquiries, and directing requests to the appropriate departments, resources, or staff by phone or in person.
• Pursue continuous learning and professional development opportunities, as budget allows, to support effective job performance and career growth.
• Perform other related duties as assigned by the Town Treasurer.

• Strong knowledge of standard bookkeeping and accounting practices and procedures.
• Experience processing accounts payable, accounts receivable, payroll, and bank reconciliations.
• Understanding of Generally Accepted Accounting Principles (GAAP).
• Proficient in Microsoft Office, including Excel and Word.
• Experience with accounting and payroll software systems is preferred.
• Strong organizational skills, attention to detail, and the ability to maintain accurate financial records and reports.
• Excellent communication skills for interacting with staff, residents, vendors, and external agencies.
• Self‑motivated, with the ability to prioritize work, manage multiple responsibilities, and meet deadlines while working independently.
• Demonstrates discretion, confidentiality, and sound judgment when handling sensitive information.
• Builds and maintains effective working relationships across all levels.

• Adaptable and flexible in responding to changing priorities, projects, and community needs.
• Proactive problem‑solver with the ability to identify challenges and…