Administrative Assistant – Treasurer/Collector’s Office

Ludlow; Ludlow (MA); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Full benefits

Job summary

The Town of Ludlow is seeking a Finance Assistant to support the Treasurer/Collector with processing town revenues and high-volume financial transactions. You will assist taxpayers in person, by phone, and online, handle payments, and help prepare reports and reconciliations to keep accounts accurate.

The role emphasizes customer service, attention to detail, and confidentiality with sensitive financial data. A real estate, personal property, and utility billing environment awaits your expertise.

Qualifications

• Associate’s degree in accounting, finance, business administration, or a related field.
• A minimum of three years of related work experience, or an equivalent combination.
• Working knowledge of Massachusetts Tax Collections law, procedures and practices preferred.
• Proficiency with Microsoft Excel and MS Office applications.
• Experience with MUNIS and cash handling.

Responsibilities

• Receive and post payments for taxes and utilities to MUNIS.
• Prepare weekly schedules of Collector’s Payments.
• Reconcile cash reports and deposits.
• Post abatements and exemptions; prepare refund schedules.
• Answer taxpayers, banks, attorneys; explain procedures.
• Assist with payroll preparation and internal reporting.
• Maintain confidentiality of financial records.

Education

Associate's degree in accounting/finance

3+ years related work experience

Microsoft Excel

Customer service

Tools

MUNIS

Microsoft Office

Job description

This position assists the Treasurer/Collector with the processing of Town revenues and involves handling a high volume of financial transactions. The position requires strong customer service skills and provides information and assistance to taxpayers and other interested parties in person, by telephone, and online, including receiving and processing payments for tax and utility billings. Responsibilities include the daily processing of payments, sorting and processing of departmental mail, and collecting and verifying revenue turnovers from Town departments. The position is responsible for preparing daily end-of-day reports, reconciling payments received, and balancing the cash drawer. The position also performs general office duties and assists the Treasurer/Collector with a variety of administrative responsibilities, including preparing vouchers, mailing expense checks, and other tasks as assigned.

KEY RESPONSIBILITIES

• Receive and post payments for real estate, personal property, excise taxes, as well as sewer usage fees to MUNIS.
• Responsible for the preparation of Schedule of Collector’s Payments to Treasurer on a weekly basis.
• Verify cash reports against daily collections and ensure deposits are accurately documented and reconciled.
• Post abatements and exemptions; prepare refund schedules and other related reports.
• Research undeliverable bills and update the Town’s records with new or revised taxpayer information.
• Answer questions from taxpayers, banks, attorneys; explain tax collection procedures and regulations. Research questions and complaints and work to resolve them. Assist taxpayers in understanding tax bills and related documents.
• Assist with the reconciliation of the Deputy Collector checking account and monthly bank statements.
• Support the preparation, processing, and timely distribution of real estate, personal property, motor vehicle, trash, and sewer usage tax bills.
• Assist the Treasurer/Collector in the preparation of payroll and other required reporting to internal departments.
• Always maintain a high level of confidentiality when dealing with sensitive financial records.
• May be called upon to perform the duties of the Treasurer/Collector during an extended absence or as needed.
• Perform other duties as assigned by the Supervisor and/or designee.
  

MINIMUM QUALIFICATIONS

Associate’s degree in accounting, finance, business administration, or a related field. A minimum of three (3) years of related work experience, or an equivalent combination of education, training, and experience. Knowledge of general office procedures and basic bookkeeping principles. Working knowledge of Massachusetts Tax Collections law, procedures and practices preferred. Proficiency with Microsoft Office applications, including Microsoft Excel. Experience with MUNIS preferred. Experience with cash handling and providing customer service. Strong organizational, multitasking, and communication skills. Must be able to be bonded.

Department

Treasurer/Tax Collector

Job Type

Full Time

Hourly: $27.88-$34.40; Non-Exempt; Full Benefits

Union

LATOSS

The Town of Ludlow is an (EOE) equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.