Classified Details

Classified ID

531

Description

Assistant Treasurer/Administrative Assistant
Guilford, Vermont

POSITION OVERVIEW

Managing and executing the administrative and fiscal tasks of a town has become increasingly complex in the past decade and there is every indication that the trend will continue going forward. The Town of Guilford requires an assistant who can support the Town Treasurer and Town Administrator to fulfill their responsibilities in the best interest of the Town.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed herein are intended to illustrate the various functions of the Assistant Treasurer/Administrative Assistant. The omission of a specific duty or responsibility does not exclude it from the duties and responsibilities of the position, if the specific duty and responsibility is similar, or related, to these characteristic duties and responsibilities, or is a logical assignment to the position.

ASSISTANT TREASURER - reports to the Town Treasurer

• Assist with the entry of payables, preparation of warrants for payment of invoices, and disbursement of payments once authorized.

• Provide administrative support for preparing and mailing annual and delinquent tax bills, entering current and delinquent tax payments, and assisting with tax sale preparation.

• Assist with preparation of payroll and associated monthly and quarterly reports.

• Assist with Reconciliation of accounts as requested.

• Assist with maintaining budget status and fund transaction reports, as well as other detailed transaction reports as requested.

• Provide assistance as required to Treasure for annual professional financial audit.

• Assist with financial administration for the Algiers Fire District #1. Assist in preparing their annual operating budget, reports to the USDA, all relevant financial reports for their meetings, processing payables, billing, posting interest and entering payments to account holders.

• Assist with Town Water payables, billing and entering payments to account holders.

ADMINISTRATION - reports to the Town Administrator

• Provide administrative support to Town boards, commissions, and committees as directed by the Town Administrator.

• Collect invoices, proof of payment, and other necessary documents for grant reimbursements. Maintain Project Worksheets as directed by the Town Administrator for regular Selectboard updates.
• Assist with writing and putting together grant applications and grant award reimbursements.
• Assist in the preparation and execution of requests for proposals, bids, spot quotes, legal notices, announcements, and want ads; assist Town departments with same.
• Identify and attend appropriate training opportunities to maintain and improve skills.
• Assist in managing the Town’s official website: www.guilfordvt.gov. Work with the technical support team to post agendas and meeting minutes for Selectboard and appointed commissions and committees following Open Meeting Law requirements. Post announcements, vacancies, openings, updates, documents, reports, etc., when directed. Draft new content as needed for Town entities and as directed by the Town Administrator or Selectboard.
• Post to social media accounts as directed.
• Assist technical support team in managing IT inventory and functionality; prepare conference room equipment for online meetings as directed.
• Work collaboratively with the Town Auditors and Town Administrator to gather external and internal information and generate reports as needed for the creation of the Town Report and Town Meeting warrant.

KNOWLEDGE and SKILLS

• Able to work effectively and interact positively with town officials and employees, and residents; local, regional, and state agencies; non-profit organizations; the media, volunteers, employees, and other stakeholders.

• A strong communicator, orally and in writing.
• Accurate, timely, detailed, and organized record-keeper.
• An independent self-starter who organizes and uses time effectively; a multitasker. The position will include working with the public daily on numerous and varied issues.
• Able to exercise sound judgment and discretion in the handling of sensitive information; understanding of what is and is not public information.
• Able to listen to and accept criticism.
• Working knowledge of MS Office Suite (including Word, Excel, PowerPoint), Google and Adobe Acrobat, as well as other basic computer and web skills; knowledge of and experience with accounting and NEMRC software is preferred.

QUALIFICATIONS

Must have a high school degree. A college degree in public administration, political science, accounting, business management or relevant discipline is helpful and/or a minimum of three years’ experience in an administrative or secretarial capacity in either municipal government or business, or a combination of equivalent experience as the Selectboard deems sufficient.

The selected candidate will exhibit a commitment to the town’s goals and objectives as defined by its voters, Selectboard, and commissions and will exhibit initiative, leadership, and judgment in the administration of all affairs placed in his/her charge.

COMPENSATION

Commensurate with experience. This is a part-time, hourly position; estimated to average 10 hours per week in each function (Assistant Treasurer and Administrative Assistant) for a total of about 20 hours per week.

Contact

Erika Elder, Town Administrator
townadmin@guilfordvt.gov

Title

Assistant Treasurer/Administrative Assistant

Salary Range

to

Application Deadline

02/08/2024

Location

Guilford, VT

Application URL

guilfordvt.gov/assistant-treasurer-administrative-assistant/ 

Contact Information

Name

Elder, Erika

Phone Number

(802) 254-6857

Email

townadmin@guilfordvt.gov 

Best Method of Contact

EMAIL