Deputy Treasurer/HR Assistant-Part Time

Start Date: July 22, 2024 | End Date: January 18, 2025
County: York County
Job Type: Finance, Human Resources

General Nature of Work:

The position is a challenging and highly responsible position, primarily responsible for providing assistance to the Treasurer for financial, accounting, and human resource activities of the Town of Lebanon.

Essential Duties 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.

• Responsible for assisting with preparing daily deposits.
• Provides assistance with general ledger reconciliations on monthly basis.
• Responsible for the organization of files within the finance and HR departments.
• Provides assistance with all town bank account reconciliations, per the direction of the Treasurer.
• Updates official employee personnel files, as well as perform the administration of various human resource duties, under the guidance of the Treasurer/HR Director.
• Runs reports for department heads and Select Board in the absence of the Treasurer.
• Cross Trains to perform the town’s payroll process and provides back-up in the absence of the Treasurer.
• Sets up new hires in the payroll system, as needed
• Learns how to effectively run reports in the payroll system.
• Prepares new hire packets
• Assists with year-end reports and documents such as 1099's and W-2s, health, life insurance and retirement adjustments.
• Enters and appropriately codes account payable invoices in a detailed and accurate manner, and completes the AP warrant preview package for review by the Treasurer.
• Reponsible for setting up new vendors in Trio and making sure all necessary documents have been received.
• Provides assistance to the Treasurer to gather information for annual audits, to include the audited financial statements and Maine PERS.
• Attends training programs and seminars in order to maintain knowledge of changes in State or Federal regulations or laws pertaining to the functions of a municipal Deputy Treasurer’s department in the State of Maine.
• Assists the Treasurer with data entry relating to the budget and any other requirement.
• Provides other duties as assigned by the Treasurer.

Essential Knowledge, Experience, Skills and Abilities:

• Mandatory to be citizen of the State of Maine
• At least 18 years of age.
• Graduation from an accredited two-year college or university with a degree in accounting, finance, business administration, public administration or public policy, or related field and preferably 2-3 years of responsibility in municipal finance or other comparable combination of education and experience
• Requirement to become certified treasurer through MMTCTA within 3 years.
• Ability to be bonded at town expense and remain bonded while employed by the Town of Lebanon
• At least one year’s experience in processing payroll required
• Knowledge of TRIO municipal software system preferred
• Paychex payroll knowledge helpful
• Intermediate knowledge of Microsoft Excel and Word required
• Excellent verbal and writing skills, ability to communicate effectively and in an appropriate professional manner, and to convey or exchange professional information
• Develop and maintain positive relationships with employees, vendors, departments and elected officials
• Ability to exercise initiative and good judgement, to set priorities and complete efforts independently and as a member of a team
• This position requires a person who will provide courteous, professional, and friendly service and demonstrate excellent customer service skills.

Physical Requirements

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be physically able to operate a variety of business machines and equipment, including, but not limited to: computer, keyboard, printer, calculator, telephone, copy/scanner/facsimile machines, postage machine and shredder
• Must be able to move or carry job-related objects and materials up to 20 pounds
• Must be physically capable of reaching to obtain and move various books, printouts, file boxes, computer paper, etc.
• Must be able to communicate through speech and in writing

Work is normally performed in an office environment; must be able to sit for long periods of time

This job description does not constitute an employment agreement between the employer and the employee, and it is subject to change by the employer, as the needs of the employer and requirements of the job change.