Principal Clerk

City of Northampton; Northampton (MA); On-site; USD 46,000 - 59,000; Full time

Job summary

City of Northampton is seeking a Principal Account Clerk to support the Collector/Treasurer’s office with accounting, bookkeeping and customer service duties. The role includes posting payments, handling inquiries, and managing various City parking and lien processes.

The ideal candidate has a high school diploma with accounting coursework and 1–3 years of relevant experience, preferably in a municipal setting. The position is full-time, on-site, with standard city office hours.

Qualifications

• High school diploma with accounting courses and 1–3 years of office experience.
• Municipal accounting or bookkeeping experience preferred.
• Ability to work under time constraints and meet deadlines.

Responsibilities

• Post payments in Munis daily for taxes, utilities and deposits.
• Answer inquiries from the public at the counter and via phone/email.
• Manage parking-related accounts and leaseholder payments.
• Coordinate Parking Enforcement Officers as needed.
• Prepare Municipal Lien Certificates.
• Maintain accurate records and generate reports.

Skills

Bookkeeping

Accounting

Data entry

Customer service

Communication skills

Organization

Time management

Records management

Computer skills

Education

High School diploma with accounting courses

Tools

Munis software

Job description

• Monday through Friday from 8:30 a.m. – 4:30 p.m.
• Grade AFD1: Hourly Rate Range $22.30 - $28.59
• Anticipated Hourly Hiring Range: $22.30 - $24.95

Job Description

PRINCIPAL ACCOUNT CLERK

• One (1) Full-time Vacancy: 35 Hours per week
• Monday through Friday from 8:30 a.m. – 4:30 p.m.
• Grade AFD1: Hourly Rate Range $22.30 - $28.59
• Anticipated Hourly Hiring Range: $22.30 - $24.95

DEFINITION

This position is responsible for performing various types of skilled administrative, accounting and bookkeeping work to support the operations of the Collector/Treasurer’s office.

Essential Functions

• Posts payments in Munis on a daily basis for personal property, real estate, utility and miscellaneous items; Inputs City’s parking deposit receipts into Munis.
• Responds to inquiries, requests, complaints from public via counter assistance, telephone calls, email and mail; provides varied types of customer service and assistance at front counter.
• Participates in opening and closing procedures.
• Interacts with Deputy Collector on matters including, but not limited to payments, RMV holds/releases and general information.
• Reviews lock box exceptions online.
• Explains tax collection procedures and regulations.
• Researches and prepares Municipal Lien Certificates.
• Accepts payments for taxes and parking tickets at the counter and through the mail.
• Researches payments and assists with adjustments or corrections; administers all PEO input errors on tickets, including contact with plate holder, making corrections and mailing accuracy letters when needed.
• Manages the City’s E.J. Gare Garage Leaseholder Permit accounts, including opening, closing and suspending accounts, processing payments made online, by mail, and in person, corresponding with leaseholders and collecting overdue payments.
• Coordinates and directs efforts of Parking Enforcement Officers (PEO) as required, based upon information received directly, through dispatch, or through the Supervisor via radio, phone, or in person; assigns and dispatches PEOs to parking related calls.
• Communicates pay station, garage, and meter malfunctions to maintenance supervisor for resolution.
• Handles all rental/lease vehicle violator name format changes/delinquent notices.
• Handles inputting/processing of hand written police tickets, including abandoned vehicle tickets; schedules hearings, contacts tow/storage facilities, mails notices.
• Manages City’s Meter Bag Program, including processing customer/contractor forms, taking deposits and payments, distributing supplies/equipment and invoicing long term accounts.
• Coordinates yearly city’s Official Business placards and long term lot permits, including contacting vendor, ordering, proofing and approving images, pickup and payment.
• Serves as witness at parking hearings.
• Performs similar or related work as required.

SUPERVISION RECEIVED

Under general supervision. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee refers unusual situations to the supervisor for advice and further instructions.

JUDGMENT

The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.

COMPLEXITY

The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

NATURE AND PURPOSE OF CONTACTS

Relationships are constantly with co-workers, vendors, attorneys, the public, groups and/or individuals such as peers from other organizations, and representatives of professional organizations. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations or guidelines.

CONFIDENTIALITY

The employee has access to sensitive and confidential information in the performance of their duties.

Education And Experience

High School degree, including or supplemented by courses in accounting, bookkeeping and office procedure and more than one year, up to and including three years, of office experience, preferably in a municipal office that handles accounting or bookkeeping, or any equivalent combination of education and experience, required.

Knowledge, Ability, And Skills

Knowledge: Knowledge of department operations and functions; knowledge of City parking regulations and operation of parking systems.

Abilities: Ability to organize and maintain records and prepare reports from same; ability to work with various computer applications. Ability to work effectively under time constraints to meet deadlines. Ability to interact tactfully and effectively with the public and other City departments.

Skills: Bookkeeping and accounting skills. Skilled in computer applications and data entry; organizational skills; customer service and communication skills.

WORK ENVIRONMENT

The work is performed in an office environment.

Physical Skills

PHYSICAL, MOTOR, AND VISUAL SKILLS

The work involves physical skills typical of an office environment, including sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor Skills

The work may require motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills

Essential position functions require ability to routinely read documents for general understanding and analytical purposes and viewing a computer monitor.

Benefits

All Benefits and privileges consistent with the Local Clerical American Federation of State, County, and Municipal Employees (AFSCME) Association Collective Bargaining Agreement.

~ Equal Opportunity Employer ~

Benefits consistent with the AFSCME Bargaining Unit.