Purchasing-Tax Clerk

Position Summary/Purpose:

Performs routine clerical, technical and administrative work in the Finance Department and Tax Office. Performs the functions and duties as determined by the Finance Director and Tax Collector.

Essential Functions and Responsibilities:

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Assists the Tax Department as needed by performing the following functions and duties:

• Processes all departmental receipts (in-person, online, and by mail), including cash, check, and electronic payments 


• Issues receipts and accurately posts payments to taxpayer accounts 


• Assists in the preparation and mailing of tax bills and delinquency notices 


• Maintains and updates taxpayer records, ensuring accuracy within the tax system


• Responds to customer inquiries in person and by telephone as needed


• Imports payment batches from tax system to financial system and researching posting errors


• Performs additional duties as assigned by the Tax Collector and/or Assistant Tax Collector

Assists the Finance Department as needed by performing the following functions and duties:

• Prepares, reviews and processes purchase orders in accordance with municipal policies and procedures


• Assists departments in assembling bid documents, including calls for bids, general conditions, specifications for purchases requiring formal bidding


• Posts complete bid specification packets to Town and State websites and publishes legal notices in newspaper(s)


• Assists in organizing records and files for the Town audit and monitors record retention schedules


• Assists in gathering records in response to Freedom of Information requests


• Issues Tax Exempt forms as required


• Prepares and completes credit applications for new vendors upon request


• Operates and updates postage meter and related equipment 


• Processes departmental purchase requisitions in financial system and converts them to purchase orders upon proper approval


• Maintain vendor insurance records and reviews them to prevent lapses in coverage


• Creates and maintains vendor contract files for easy retrieval


• Performs additional duties as assigned by the Finance Director and/or Assistant Finance Director

Supervision:

Supervision Scope: Performs varied and responsible clerical duties requiring the knowledge of implementing bid applications, purchase orders and accounting. Exercise good judgment and initiative in effectively and efficiently following department policies and practices.

Supervision Received: Works under the general direction of the Finance Director and Tax Collector or their designee.

Supervision Given:  None.

Minimum Required Qualifications:

Education, Training and Experience: 

• Graduation from high school or GED equivalent, and 


• Two (2) years of specialized course work in bookkeeping, accounting, purchasing, business or public administration or a related field.

Special Requirements 

Valid State Driver's license or ability to obtain one. 

Knowledge Ability and Skill:

 Knowledge: Knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; knowledge of accounting principles and practices of Microsoft office productivity suite applications (Word, Excel, Outlook). 

Ability: Ability to perform arithmetic calculations accurately, ability to process purchasing requisitions and vouchers and make purchasing decisions accordingly; ability to maintain purchasing records; ability to establish and maintain effective working relationships with employees, other departments, vendors and the public; ability to communicate effectively, orally and in writing.

Skill: Skill in the operation of listed tools and equipment; excellent customer service and verbal and written communication skills

Tools and Equipment used

Personal computer; copy machine; scanner; postage machine; fax machine; calculator.

Job Environment:

Administrative work is performed in a moderately quiet office with interruptions during the day from various department staff and vendors via telephone, email or in person. 

Requires the operation of telephones, personal computers, copiers, facsimile machines, and other standard office equipment.

Makes frequent and periodic contact with vendors, property owners, town staff and officials. Communication is frequently in person, telephone email and in writing. Work requires a high level of professionalism and high level of patience in dealing with the public.

Errors in judgment or omissions could result in delay of services, monetary loss, and legal ramifications.

Selection Guidelines:

Formal application; rating of education and experience; oral interview and reference check; and job-related tests may be required.

Disclaimer: This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.