Administrative Clerk & Deputy Treasurer - Town of Harpswell

Start Date: January 21, 2025 | End Date: July 20, 2025
County: Cumberland County
Job Type: Finance, Human Resources
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The Town of Harpswell is accepting applications for a regular part-time (20 hours per week) general administrative clerk and Deputy Treasurer. The position is primarily responsible for accounting duties, such as processing payroll and accounts payable. The selected candidate will also be responsible for recording minutes of Select Board meetings. Preference may be given to candidates with backgrounds in finance and/or accounting.

GENERAL SUMMARY:

This is primarily related to accounting duties, such as processing payroll, accounts payable, and record keeping. Employee is also responsible for recording minutes of Selectmen’s meetings. Work is performed under the general supervision of the Deputy Town Administrator/Treasurer.

ESSENTIAL JOB FUNCTIONS:

• Maintains a complete and accurate set of payroll records and updates use of sick and vacation.
• Prepares payable checks.
• Processes all purchase orders, codes all billing to the proper accounts, and processes account payable checks in a timely manner.
• Records minutes of Selectmen’s Meetings.
• Prepares monthly billing and payments for the Transfer Station charges and reconciles them to daily charge sheets.
• Performs duties of the Deputy Treasurer as assigned, including co-signing transfers.
• Approves or releases electronic payments. Reviews disbursement documentation.
• Records direct entries and journal entries prepared by the Treasurer.
• Prepares financial research/analysis under the general supervision of the Treasurer.
• Acts as a backup to the General Office Assistant.
• Performs related typing, clerical, and recordkeeping duties.
• Answers telephone and handles routine inquiries about department operations or refers them to proper department official for answer or action.
• Maintains certain spreadsheets.
• Prepares written correspondence.
• Assists in organizing and maintaining the administrative filing system.
• Performs such other tasks as may be assigned.

Requirements of Work

• Knowledge of business English, spelling, and ability to perform a variety of standard arithmetic computations.
• Knowledge of modern office procedures, practices, and equipment.
• Ability to work with some independence in general work situations.
• Ability to establish and maintain working relationships with other employees and the general public.
• Ability to work in a computerized office environment.

Desirable Experience and Training

Graduation from high school required, supplemental courses in bookkeeping, and experience in keeping records of financial transactions desired. Knowledge of computer-based accounting software is preferred.