Assistant Treasurer/Collector

SUMMARY

This position performs administrative and financial accounting for the Treasurer/Collector’s Office. The Assistant Treasurer/Collector helps oversee accounts payable, payroll and retirement payments, cash balances, account reconciliations, and the collection of assessed taxes, liens, betterments, and parking-related receivables. The position uses the Town’s ERP/Accounting system as a core financial and transaction-processing platform and helps ensure that transactions, records, reconciliations, and reports are complete, accurate, timely, and supported by appropriate documentation. Applicants must have and maintain the personal integrity necessary to obtain a surety bond.

SUPERVISION

Supervisory Scope

Performs administrative and financial duties requiring sound judgment, the ability to interpret applicable statutory and policy requirements, attention to detail, and the ability to carry out assignments independently.

Supervision Received

Works under the direction of the Treasurer, Collector and Finance Director/CFO, consistent with applicable Massachusetts General Laws, Town policies and bylaws, relevant state, federal, and local regulations, and established departmental procedures. Functions as the Treasurer/Collector in their absence, as assigned and consistent with applicable law and delegated authority.

Supervision Given

Provides day-to-day supervision of two Senior Clerks and any additional staff assigned to the Treasurer/Collector’s Office, including work coordination, review, and follow-up to support timely and accurate completion of responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assist with the overall administration of the Treasurer/Collector’s Office, including scheduling, assigning, supervising, and reviewing the work of Senior Clerks and monitoring deadlines.
2. Use ERP/Accounting system and related Town systems to enter, review, research, process, and maintain financial and collection transactions in accordance with established procedures and assigned access permissions.
3. Review transaction data entered into ERP/Accounting system for accuracy, completeness, appropriate account coding, supporting documentation, and consistency with source records; research and resolve discrepancies or refer them to the appropriate staff.
4. Enter and review receipts and collections in ERP/Accounting system, ensuring that payments are accurately applied to the appropriate taxpayer, account, receivable, fund, and/or general ledger coding as applicable.
5. Reconcile cash, bank, receivable, tax, and other assigned accounts using ERP/Accounting system reports, bank records, collection records, and other supporting documentation; investigate variances and document resolution.
6. Disburse Town funds in accordance with approved warrants and established controls; prepare or oversee checks, ACH payments, and related records through ERP/Accounting system and associated banking processes.
7. Assist with payroll and retirement-related payments, accounts payable, cash management, and preparation of reports for the Treasurer/Collector, using ERP/Accounting system and other authorized systems as appropriate.
8. Maintain and review accurate records of tax payments and receivables and complete monthly receivables reconciliations, using ERP/Accounting system reports and supporting records.
9. Coordinate with the “Deputy Collector” to establish schedules and meet deadlines for the preparation and mailing of tax bills, demand notices, and collection warrants.
10. Research and prepare municipal lien certificates involving overdue taxes, tax title, or deferred-tax matters, and maintain the associated records.
11. Work with the “Deputy Collector” to research and resolve discrepancies in the collection and application of past-due payments and ensure corrections are properly documented in the applicable systems.
12. Maintain tax-title and deferred-tax files and records relating to foreclosed properties; prepare delinquency collection letters, liens, releases, advertisements, and other required documentation.
13. Research and prepare refunds arising from abatements, overpayments, or credit balances, following applicable approval and documentation requirements and recording approved transactions in ERP/Accounting system as appropriate.
14. Use ERP/Accounting system inquiry, reporting, and reconciliation functions to produce routine and ad hoc reports, support financial review, and provide information requested by the Treasurer, Collector and Finance Director/CFO.
15. Assist with system-related review and issue resolution, including researching transaction history, identifying data-entry or workflow issues, documenting problems, and coordinating with Town staff or system support when needed. Communicate recurring issues and recommended process improvements to the Treasurer & Collector.
16. Follow established internal controls, segregation-of-duties requirements, confidentiality standards, records-retention requirements, and security procedures when accessing or processing financial and taxpayer information.
17. Provide courteous and effective customer service to the public by researching account information, answering tax-related questions, explaining payment status and procedures, and referring complex matters to the appropriate official.
18. Perform other related duties as assigned.

RECOMMENDED QUALIFICATIONS

Education, Training, and Experience

Minimum of an Associate degree, preferably in business administration, accounting, finance, or a related field. Four years of progressively responsible related experience, or an equivalent combination of education, training, and experience. Strong proficiency with Microsoft Excel and other Microsoft Office applications. Experience with ERP/Accounting system or a comparable municipal financial management, accounting, cash-receipting, or tax-collection system is strongly preferred.

Knowledge, Skills, and Abilities

Knowledge of general office practices, accounting and bookkeeping principles, municipal treasury and tax-collection practices, and applicable municipal tax and collection laws and procedures. Ability to use financial software to enter and review transactions, run and interpret reports, reconcile accounts, research transaction histories, identify and resolve discrepancies, and maintain complete audit-support documentation. Ability to learn and apply ERP/Accounting system workflows and reporting functions; maintain accuracy and attention to detail; organize work and meet deadlines; exercise sound judgment; work independently and collaboratively; communicate effectively orally and in writing; protect confidential information; and provide professional public service. Knowledge of ERP/Accounting system, municipal finance systems, and electronic payment processes is desirable.

WORKING CONDITIONS / OTHER REQUIREMENTS

Must maintain the personal integrity and other qualifications required to obtain and retain a surety bond. The position requires appropriate handling of confidential financial and taxpayer information and compliance with Town policies, applicable laws, internal controls, and system-access protocols.

Review note: This draft incorporates ERP/Accounting system responsibilities while preserving the main functions and qualification framework of the February 21, 2024 position description. Before posting, confirm the Town’s specific ERP/Accounting system modules/workflows, approval authority, and any HR-approved classification or labor agreement language.

EOE/AA