Finance Officer/Town Clerk

Town of Boonville; North Carolina; On-site; USD 60,000 - 95,000; Full time

Job summary

The Town of Boonville seeks a qualified professional to manage its financial activities, serve as Town Clerk, and support the Mayor and Council. Responsibilities include budgeting, payroll processing, accounts payable/receivable, utility billing, and safeguarding public records.

The role requires a bachelor degree in accounting or business administration with 2–5 years in a financial role; notary and driver license required; travel may be involved; notary bondable preferred.

Qualifications

• Bachelor degree in accounting or business administration.
• 2–5 years of experience in financial services or accounts receivable.
• Notary designation or ability to obtain notary status.

Responsibilities

• Manage central double-entry accounting system and monthly statements.
• Monitor budget and amend per ordinance requirements.
• Process payroll, with related reports and filings.
• Handle accounts payable/receivable and vendor payments.
• Maintain official public records and prepare minutes.

Skills

Budget oversight

Payroll processing

Accounts payable/receivable

Notary

Public records management

Customer service

Education

Bachelor's degree in accounting or business administration

Job description

FLSA Status: Non-Exempt

General Statement of Duties

Performs managerial and professional duties in planning, organizing and directing the financial activities of the Town; serves as the Town Clerk for the Boonville Council and performs administrative tasks for the Mayor and other Town Council Members. Additional duties and responsibilities include those typically performed by Payroll Technician and Human Resources Officer. In the absence of the Administrative Assistant, collects utility payments as well as business/privilege license taxes; greeting visitors and citizens and answers the telephone and other inquires providing general information.

Distinguishing Features of the Class

An employee in this class is responsible for the oversight of disbursements and accounting of revenues and expenditures for the Town. Work involves supervision of the budget, accounting, utility and other billing, collections and customer services; meter services; purchasing and inventory; payroll operations and employee benefits administration. Additionally, an employee in this class is responsible for the management and safekeeping of official public records. Work involves the responsibility for preparing agendas and detailed minutes of Council meetings and for the publication, indexing, filing and safekeeping of all Council proceedings in accordance with North Carolina General Statutes and local ordinances. Work also includes providing administrative support to the Mayor and Council. Considerable accuracy, tact, courtesy and firmness are required in dealing with the public. Work is performed in accordance with North Carolina General Statutes, Town ordinances, codes and policies, personnel law and regulations, and standard office procedures necessary for the responsibilities of Town Clerk, Finance Officer, Payroll Technician and Human Resources Officer. The employee works under the general supervision of the Mayor and work is reviewed by independent audit of financial records and through observation, review of records and files maintained as to their completeness and accuracy, and by conferences.

Illustrative Examples of Work

• As Finance Officer, ensures the maintenance of a central double entry journal accounting system; prepares monthly financial statements and monitors budget; amends the budget in accordance with the Town’s budget ordinance.
• Processes bi-weekly payroll and direct deposit as well as all payroll related reconciliation and reports including: retirement, 401(k), federal and state withholding and employee W-2 forms.
• Processes quarterly council payroll
• Processes invoices and weekly Accounts Payable checks and maintains all Accounts Payable records.
• Prepares and processes contractor 1099 forms as well as all annual financial reports.
• Completes annual Sales Tax refund.
• Manages bank accounts and enters all cash and billing transactions into computer system, as well as performs reconciliation of bank accounts.
• Reconciles monthly receivable and reserve accounts, completes state required cash reports and prepares and makes daily deposits in the absence of the Administrative Assistant.
• Insures proper insurance coverage for all Town properties and equipment.
• Works with Yadkin County Tax Department for billing and collection questions regarding the Boonville Town tax and DMV taxes.
• As Town Clerk, administers Oath of Offices; prepares Board agenda; attends Board Meetings and keeps accurate minutes of the meetings.
• Microfilms meeting minutes.
• Serves as the official custodian of public records including ordinances, resolutions, contracts, agreements, deeds and minute books.
• Drafts ordinances, resolutions and policies as required.
• As Human Resources Officer, ensures appropriate levels of employee benefits including but not limited to healthcare, dental and life insurance; payroll deductions; and Workers’ Compensation.
• Manages employee earnings; leave accrual and usage; as well as employee personnel and medical records.
• Also directs and supervises the Town’s utility billing system and reconciles the customer deposit balance to the General Ledger after each weekly final billing cycle.
• In the absence of the Administrative Assistant prepares billing and collects utility payments.
• Answers questions regarding Town issues and concerns and performs general administrative duties as required and updates Town’s website as needed.
• Provides assistance and works with CPAs in conducting the annual fiscal audit.

Knowledge, Skills, and Abilities

Knowledge of:

North Carolina General Statutes specific to the duties and responsibilities of local government financing, Clerk to the Board and public personnel law;

Consumer billing and accounts receivable functions;

General office functions and methods, including office equipment and computer software for accounting and word processing;

English grammar and composition, business and/or legal formats, and spelling, to prepare routine correspondence;

Math skills to perform arithmetic computations; understands numeric filing systems, and performs financial record keeping;

Human relations skills to maintain harmony in a work setting and deal with customers in a way that reflects positively on the Town.

Ability to:

Maintain a complete set of accounting records and reports consistent with established procedures;

Interact with a wide range of contacts with courtesy and patience;

Learn and interpret Town ordinances, resolutions, codes, regulations as well as state laws, all within a reasonable time frame (required);

Perform all of the record keeping duties of the position including operation of computer software programs designed for general ledger accounting, personnel and payroll, customer and billing information.

Working Conditions and Physical Demands of Work

Work is generally sedentary requiring some physical activity such as walking, reaching, stooping and repetitive motion of wrists, hand and fingers; can be characterized as being pressure sensitive based upon the nature of the situation; exposure to atmospheric conditions normally associated with office-type work. Requires sufficient hand eye coordination to recognize numbers, letters, and words. Requires sufficient strength to retrieve work materials from eye-level shelves and drawers. Requires the ability to use a typewriter style computer keyboard and 10-key for advanced data entry. Requires auditory ability to carry on conversations in person and over the phone. Work is performed indoors where minimal safety considerations exist.

Education and Experience

This position requires a bachelor degree in accounting or business administration plus two to five years of experience in a financial institution cashier or accounts receivable function, or an equivalent combination of work experience and education. Additional education may substitute for some experience.

Special Requirement

• Position requires the employee to be a notary.
• Position requires the employee capable of being bondable.
• Position requires a valid North Carolina Driver’s License.

Some travel will be associated with this position. Employee must have a personal car available for this travel. The Town will reimburse the employee’s miles driven by the current IRS standard mileage rate.