Assistant Treasurer/Collector

Town of Marblehead•Marblehead, MA

1d•$76,761 - $99,789

About The Position

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 collection of assessed taxes, liens, betterments, and parking-related receivables. The Town’s ERP/Accounting system is a core financial and transaction-processing platform used to ensure transactions, records, reconciliations, and reports are complete, accurate, timely, and supported by appropriate documentation. The employee must have and maintain the personal integrity and other qualifications necessary to obtain and retain a surety bond. The position works under the direction of the Treasurer, Collector and Finance Director/CFO, consistent with applicable laws, Town policies, regulations, and departmental procedures. As assigned and consistent with applicable law and delegated authority, the Assistant Treasurer/Collector functions as the Treasurer/Collector in their absence. The position provides day-to-day supervision of two Senior Clerks and any additional staff assigned to the office, including work coordination, review, and follow-up. The role requires sound judgment, the ability to interpret applicable requirements, attention to detail, and the ability to carry out assignments independently. It also requires appropriate handling of confidential financial and taxpayer information and compliance with Town policies, applicable laws, internal controls, and system-access protocols.

Requirements

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.
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.
Must maintain the personal integrity and other qualifications required to obtain and retain a surety bond.
Ability to handle confidential financial and taxpayer information appropriately and comply with Town policies, applicable laws, internal controls, and system-access protocols.

Nice To Haves

Experience with an ERP/Accounting system or a comparable municipal financial management, accounting, cash-receipting, or tax-collection system is strongly preferred.
Knowledge of ERP/Accounting systems, municipal finance systems, and electronic payment processes is desirable.

Responsibilities

Assist with administration of the Treasurer/Collector’s Office, including scheduling, assigning, supervising, and reviewing Senior Clerks’ work and monitoring deadlines.
Use the 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.
Review transaction data for accuracy, completeness, account coding, supporting documentation, and consistency with source records; research and resolve discrepancies or refer them to appropriate staff.
Enter and review receipts and collections, ensuring payments are applied to the appropriate taxpayer, account, receivable, fund, and/or general ledger coding as applicable.
Reconcile cash, bank, receivable, tax, and other assigned accounts using system reports, bank records, collection records, and supporting documentation; investigate variances and document their resolution.
Disburse Town funds in accordance with approved warrants and established controls; prepare or oversee checks, ACH payments, and related records through the ERP/Accounting system and banking processes.
Assist with payroll and retirement-related payments, accounts payable, cash management, and preparation of reports for the Treasurer/Collector.
Maintain and review accurate tax-payment and receivable records and complete monthly receivables reconciliations.
Coordinate with the Deputy Collector to establish schedules and meet deadlines for preparing and mailing tax bills, demand notices, and collection warrants.
Research and prepare municipal lien certificates involving overdue taxes, tax title, or deferred-tax matters, and maintain associated records.
Work with the Deputy Collector to research and resolve discrepancies in collection and application of past-due payments and ensure corrections are properly documented.
Maintain tax-title and deferred-tax files and records relating to foreclosed properties; prepare delinquency collection letters, liens, releases, advertisements, and other required documentation.
Research and prepare refunds arising from abatements, overpayments, or credit balances, following applicable approval and documentation requirements and recording approved transactions as appropriate.
Use 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.
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. Communicate recurring issues and recommended process improvements to the Treasurer & Collector.
Follow internal controls, segregation-of-duties requirements, confidentiality standards, records-retention requirements, and security procedures when accessing or processing financial and taxpayer information.
Provide courteous and effective public service by researching account information, answering tax-related questions, explaining payment status and procedures, and referring complex matters to the appropriate official.
Perform other related duties as assigned.