Senior Clerk of the Treasurer/Collector's Office

Preference will be given to applications received by May 30, 2025. However, the position will remain open, and applications will be accepted until June 16, 2025.

Job Title: Senior Clerk

Department: Treasurer/Collector

Supervisor: Treasurer/Collector

Status: Union

Salary: Step 1 $26.47 per hour

Union: United Steelworkers of America AFL-CIO, CLC Local 9517-10

FLSA: Non-Exempt

Hours/Week: 35

The salary is based on a four (4) step table. Step 1 is $26.47 per hour and Step 4 is $30.20 per hour.

POSITION OVERVIEW:

The Senior Clerk for the Treasurer’s office is responsible for processing weekly Town payroll, accounts payable, bookkeeping, and accounting work for the Town Treasurer/Collector’s Office. The employee is required to perform all similar or related duties.

SUMMARY:

The following description is a general summary of responsibilities with some specific duties. It is not a total delineation of all duties nor does it limit the responsibilities to those stipulated. This position functions as a part of the overall municipal team to ensure effective and efficient municipal operations.

The Senior Clerk is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction.

The Senior Clerk performs administrative office management to the Treasurer/Collector’s Office and provides administrative support to the Treasurer/Collector. This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and working directly with customers and other municipal personnel. This position works with confidential personnel information and must use proper discretion when dealing with this information. The Senior Clerk is responsible for improving upon the efficiency and effectiveness of all areas under his/her direction and control and is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. 

SUPERVISION:  Works under the administrative direction of the Treasurer/Collector and under the policy direction of the Board of Selectmen. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods.  The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions; the employee is then expected to seek advice and further instructions.  Reviews and checks of the employee’s work are applied to an extent sufficient to keep the supervisor aware of progress, and to insure that completed work and methods used are technically accurate and that instructions are being followed. 

JOB ENVIRONMENT: A great deal of work is carried out in a team environment and with a degree of independence.  Administrative work is performed under typical office conditions, with frequent interruptions. Operates personal computer and standard office equipment such as copier, facsimile machine, etc.

ESSENTIAL FUNCTIONS:

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.

·         Processes payroll for all Town employees, verifies accuracy of timesheets through the Town’s timekeeping system and coordinates the payroll process with satellite departments;

·         Maintains personnel and payroll records for Town employees, including all authorization forms for various payroll withholdings, including health and life insurance, pension plans, COBRA and all mandatory federal and state required forms;

·         Manage, process, and verify weekly, bi-weekly, and monthly payroll deductions including mandatory deductions, retirement, voluntary benefits premiums, and garnishments;

·         Maintains database for Health, Dental and Life Insurance for active and retired employees;

·         Conducts benefits orientation sessions for new employees and ensures they meet enrollment deadlines through follow-up;

·         Maintain electronic employee records through the town’s accounting/payroll software; enter, activate, deactivate, and update the status of new, terminated, promoted, transferred, and retired employees;

·         Calculate retroactive pay for Union contract updates and individual employees, process final payouts for terminated or retired employees, and make all required changes to employee records;

·         Handles the offboarding process for resigning or retiring employees, ensuring the termination of all enrolled benefits;

·         Composes and maintains complex spreadsheet applications;

·         Maintains all aspects of employee and retiree benefits for Town health insurance and pension plans;

·         Responsible for accurate withholding and coordination of rates with health insurance and pension plans;

·         Assists employees and retirees in providing information and answering questions in regards to their benefits and deductions;

·         Advises employees of COBRA rights and notifications to eligible employees;

·         Maintains monthly payments of COBRA and termination of COBRA rights;

·         Processes retirement deductions electronically;

·         Enters weekly account transfers online for payroll and vendor warrants;

·         Electronically transfers all payroll, vendor, federal and state tax and direct deposit data online on a weekly basis;

·         Receives and processes all receipts from other departments;

·         Prepares receipts into a daily bank deposit;

·         Assist with employment verification requests;

·         Provides back up coverage to the Collector’s office as needed;

·         Verifies cash and check receipt batches and turnovers;

·         Performs similar or related work as required, or as situation dictates.

MINIMUM QUALIFICATIONS:
Education and Experience

Must be a high school graduate with a business school or higher specialized training, Associate degree preferred. 
Not less than three (3) years of experience in general office work in a municipal setting or relevant combination of education and experience related to payroll and benefits functions, municipal, or other financial roles. Previous experience in a payroll department preferred. Must pass a background and criminal history (CORI) review.

Preferred Qualifications

Candidate must be able to demonstrate possession of the required knowledge skills and abilities to perform this work. Previous experience in a payroll department preferred. Experience with Enterprise ERP (MUNIS) strongly preferred.

Knowledge, Ability and Skill

Knowledge: Knowledge of the principles, practices, laws, and regulations related to employee earnings and benefits. General familiarity with state statutes, Seekonk’s By-laws, policies, procedures, accounting principles and practices. Thorough knowledge of department operations, office equipment, and the operation of computer software applications, particularly Microsoft Word, Excel, and Outlook.

Ability:  To work in an environment involving significant contact with the general public, co-workers and handling large amounts of cash.
Communicate effectively orally and in writing. Ability to work independently. Ability to develop and maintain positive relationships with employees and department heads. Ability to multi-task effectively and work within timelines and prioritize tasks. Capable of effectively managing tasks in a dynamic environment with frequent interruptions. Ability to exercise initiative and good judgment, set priorities, and complete efforts independently as a member of a team. Must have the ability to comprehend complex payroll records, collective bargaining agreements, and directives.

Skill: Excellent customer service and interpersonal skills. Excellent communication skills, in person, by phone, and electronically. Skills in operating computers and utilizing appropriate software applications to include database and spreadsheet applications, including but not limited to Microsoft suite products. Excellent organizational skills. Strong analytical and math skills. Good interpersonal skills to work in a team environment.

PHYSICAL REQUIREMENTS: The work is generally of an intellectual nature. While performing the functions of this job, the employee is required to stand and sit for prolonged period. Frequently required use of hands to handle, or feel objects; reaches with hand and arms, bend, stoops, kneels, and/or crouches. Specific vision abilities required include close and medium-distance vision and the ability to adjust focus. Must be able to hear normal sounds, distinguish sound as voice, and communicate through human speech. Required to lift and carry equipment and supplies weighing up to 30 pounds. This position requires the ability to operate a keyboard, computer mouse, telephone, fax copier, writing tools, scissors, and other standard office equipment.  

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

EOE

Posted 5/15/2025