Disbursement Coordinator

Job Purpose

This position supports the overall operations of the Finance Department which consists of the Treasurer/Collector and Town Accountant by coordinating the Town’s payroll, benefits deductions and accounts payable functions. Performs accurate and detailed data entry and responds to internal and external inquiries.

Supervision

Serves under the direct supervision of the Town Treasurer/Collector and indirectly under the Town Accountant.

Job Environment

This position works within the Treasurer/Collector’s Office and works collaboratively with Human Resources and Department Heads to ensure all payroll, benefits deductions and accounts payable disbursements are timely and accurate. Work is performed in an open, shared office setting with constant foot traffic and interruptions throughout the day. Has daily contact with Town staff and the public requiring courtesy, patience and tact. Must exercise diligence and attention to detail while carrying out functions of considerable importance and in responding to inquiries.

Essential Functions

Payroll Administration

· Inputs and maintains all payroll related activity including but not limited to pay rate changes, terminations, deductions, and garnishments.

· Maintains the Town’s payroll system with up-to-date employee and deduction information.

· Reconciles payroll withholdings monthly, quarterly, and annually.

· Assists in preparing and distributing W-2s.

· Prepares weekly withholding and garnishment checks and submits tax and retirement payments.

· Ensures compliance with collective bargaining agreements and classification/compensation policies.

· Maintains, manages and records all paid time off (PTO) accruals, dedications, balances and usage.

· Inputs and maintains all rate, deduction and termination changes in payroll and pension systems.

· Reconciles monthly insurance bills and processes payments to vendors.

· Reconciles insurance benefits bills, payroll deductions and retirement deductions to determine accuracy.

· Coordinates all personnel actions with the Human Resources Department.

· Runs and submits any reports as needed.

· Communicates with Berkshire County Retirement Board.

· Stays current on wage laws, benefit regulations and compliance requirements by attending trainings.

Accounts Payable

· Manages weekly or bi-weekly accounts payable, reviews and enters invoices into financial accounting system, prepares accounts payable warrant and prints checks.

· Assists with procurement duties; reviews for compliance with MGL Ch 30B.

· Performs other duties as assigned and may assist the Town Accountant and Treasurer/Collector as needed.

General Duties

· Provides internal and external customer service and office support.

· May be cross trained on selected Treasurer/Collector and Clerk’s Office functions to provide for office coverage during absences, vacations, etc.

· Performs other related tasks as needed.

Physical Requirements

While performing the duties of this job, the employee is required to sit; stand; walk; use hands and fingers to handle, feel or operate objects, tools or controls; and reach with hands and arms. Tasks require the ability to exert light physical effort in sedentary to light work, which regularly may involve some movement of books, files, folders (15 pounds). Tasks involve extended periods of time at a keyboard, computer and workstation.

Recommended Minimum Qualifications

Education and Experience

High School diploma required; Associates Degree preferred. Prior experience in a municipal-related field with three (3) years’ experience desired. Experience working with the general public in a fast-paced environment, preferably in accounting, record keeping, and/or customer service-related field; or any equivalent combination of education and experience.

Knowledge, Ability and Skill

• Working knowledge of municipal bookkeeping and finance procedures preferred.
• Ability to maintain accurate and detailed records.
• Skill in office procedures and in the use of office equipment.
• Strong mathematical/accounting skills preferred.
• Experience in Microsoft Office suite and ability to obtain competency in specialized municipal software.
• Ability to deal effectively and courteously with the public and town staff in a diplomatic manner.
• Ability to be discrete and to protect confidential information.

Pay: $58,000.00 - $63,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• On-the-job training
• Paid parental leave
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $58,000 - $63,000