Deputy Treasurer/Deputy Clerk

Position Overview

The Town of Newfield is seeking a motivated, dependable, and versatile individual to serve as its Part-Time Deputy Treasurer/ Deputy Town Clerk. In a small-town municipal environment, this position offers the opportunity to work across many areas of local government, providing administrative support, assisting residents, and contributing to the effective delivery of town services.

The Deputy Treasurer/ Deputy Town Clerk will work closely with the Treasurer, Town Clerk/Tax Collector, and Town Administrator and will be cross trained in all areas of Town Office operations. In addition to assisting with municipal financial functions, the successful candidate will support a variety of administrative, customer service, licensing, election, and recordkeeping responsibilities to ensure continuity of operations and exceptional service to the residents of Newfield.

The Deputy Treasurer/ Deputy Town Clerk will attend regular Select Board meetings as part of the assigned work schedule. Meetings are generally held bi-weekly but may occur weekly as needed. The position requires flexibility, strong organizational skills, attention to detail, professionalism, and a commitment to public service.

Essential Duties and Responsibilities

The following duties are representative of the work performed and are not intended to be all-inclusive:

Financial and Treasurer Functions

• Assist with the daily operations of the Town Office.
• Receive, process, and accurately record municipal revenues, including property taxes, excise taxes, permits, licenses, registrations, and other payments.
• Balance daily receipts and prepare bank deposits.
• Maintain accurate financial records and supporting documentation.
• Assist with accounts payable and payroll processing.
• Reconcile bank accounts and financial records.
• Assist with cash management and monitoring municipal funds.
• Prepare financial reports and assist with annual audit activities.
• Assist with tax lien administration.
• Serve as Acting Treasurer in the Treasurer's absence.

Municipal Administration and Customer Service

• Provide courteous, professional, and responsive customer service to residents, taxpayers, contractors, vendors, and visitors.
• Answer telephone calls, respond to emails, and assist walk-in customers.
• Assist residents with municipal forms, applications, permits, licenses, registrations, and general inquiries.
• Maintain confidential financial and personnel information in accordance with applicable laws and policies.
• Assist with records retention and management of municipal documents.

Cross-Training and Office Operations

• Become cross-trained in all Town Office functions, including:
• Treasurer responsibilities
• Tax Collection
• Motor Vehicle Registrations
• Inland Fisheries and Wildlife Licensing
• Vital Records
• Elections Administration
• General Municipal Administration
• Provide backup coverage for other Town Office staff as needed.
• Learn and utilize municipal software systems, including TRIO and other applications used by the Town.
• Assist with special projects, grant administration, and operational initiatives.

Select Board Support

• Attend regularly scheduled Select Board meetings and special meetings as assigned.
• Assist with meeting preparation, agenda packets, supporting documentation, and follow-up tasks.
• Maintain familiarity with current Town projects, budgets, ordinances, and municipal operations.
• Provide administrative support to the Select Board, Treasurer, and Town Administrator as needed.

Elections and Licensing

• Assist with election preparation, voter registration activities, absentee ballot processing, and election-day operations.
• Assist with issuing licenses, permits, and registrations as authorized by State law and Town policy.
• Maintain accurate records and reports required by State and local agencies.

Other Duties

• Perform other related duties as assigned by the Treasurer, Town Administrator, or Select Board.

Knowledge, Skills, and Abilities

The successful candidate should possess:

• Strong bookkeeping and accounting skills.
• Excellent customer service and communication abilities.
• Ability to learn and perform a wide variety of municipal functions.
• Working knowledge of Microsoft Office, including Word, Excel, and Outlook.
• Ability to learn municipal accounting and recordkeeping software.
• Strong mathematical, organizational, and analytical skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Ability to establish and maintain effective working relationships with elected officials, employees, outside agencies, and the public.
• Ability to adapt to changing priorities and assist wherever needed.

Minimum Qualifications

• High School Diploma or equivalent required.
• Associate Degree in Accounting, Business Administration, Finance, Public Administration, or a related field preferred.
• Two (2) years of bookkeeping, accounting, municipal administration, office management, or related experience preferred.
• Municipal government experience is highly desirable.
• Experience with TRIO municipal software is preferred.
• Any equivalent combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be considered.
• Ability to attend evening Select Board meetings on a regular basis.

Physical Requirements

While performing the duties of this position, the employee is regularly required to sit, stand, walk, communicate effectively, use hands and fingers, and operate standard office equipment. The employee may occasionally be required to lift and move items weighing up to 25 pounds. Vision abilities include close vision necessary for computer work and reviewing documents.

Working Conditions

Work is performed primarily in a municipal office environment with frequent interaction with the public. The position requires prolonged periods of computer use, attention to detail, and handling of confidential information. The employee must maintain a high degree of professionalism, integrity, accuracy, and discretion.

Some evening hours are required to attend Select Board meetings and other municipal meetings as assigned.

Equal Opportunity Employer

The Town of Newfield is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected status under applicable law.

Pay: $20.00 - $24.00 per hour

Benefits:

• Paid sick time
• Paid time off

Work Location: In person

Salary : $20 - $24