Primary purpose:
Responsible for a wide variety of Financial and Payroll activities involving the processing of accounts payable and receivable, payroll processing, budgetary accounting, procurement processing, administrative projects, and any other related activities.
Supervision:
Scope and Judgment: Performs professional office and administrative duties requiring good judgment and initiative to analyze, solve problems and process actions based on departmental and city policies and procedures. Exercises judgment and initiative in performing duties.
Supervision Received: Position reports to the Finance Director, operating with limited supervision. Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments and only elevates concerns to supervisors when matters require interpretation or policy decisions.
Supervision Given: Has no supervisory responsibility.
Essential Functions:
(The essential functions or duties listed 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.)
Completes special projects as assigned. Maintains a variety of records, logs, and reports.
Follows and adheres to department, City and other government rules, regulations, policies, and procedures.
Runs various water billing, accounting and payroll reports and audits or gathers information for managers or supervisors as requested.
Reviews contracts for goods and services for inclusion of necessary documentation, certificates of insurance and corporate authority certificates. Verifies funds available and checks for accounting codes.
Works closely with several departments on maintaining proper procurement practices.
Reviews department expenses for accuracy and proper billing practices.
Assists with back-end payroll and accounting procedures as required.
Maintains a general knowledge of all payroll rules and regulations regarding legal standards, collective bargaining agreements, and city and department payroll policies. Maintains and organizes department records in compliance with legal and city requirements.
Maintains a strong understanding of the City’s financial software and hardware and assists with implementation of related processes and troubleshooting issues as needed.
Must be responsible when accessing confidential information and must be able to maintain professional communication at all times. Must be able to handle high stress situations. Due to the nature of the role, the high importance to individual employees, the potential for misunderstandings, and the ramifications of errors, high stress situations such as quick deadlines and meetings with other employees or management may occur.
May be required to perform administrative duties for the department including taking notes or attending finance, billing, and payroll related meetings, ordering supplies, and any other related administrative duties. May be required to attend payroll training or training related to the City’s financial information systems.
Performs other similar duties as required and directed.
Minimum Entrance Qualifications:
Education, Training and Experience:
Associate’s degree (bachelor’s preferred) and one to three years of finance/payroll related experience and/or training. Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, word processing and spreadsheet applications (demonstrated skill in the use of Microsoft Excel is required). Municipal experience is desirable, or any equivalent combination of education and experience. A strong commitment to public service required.
Knowledge, Ability and Skill:
Knowledge. Strong organizational skills and the ability to work under pressure. Proficient knowledge of office practices and procedures, equipment and clerical techniques, including a variety of software applications. Strong knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Knowledge of specific department operations.
Ability. Position requires the ability to comprehend the scope of laws, rules and regulations pertaining to specialty area. Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records and data base. Ability to operate various types of office equipment. Ability to maintain confidentiality of information. Ability to organize clerical and statistical records. Ability to maintain detailed and extensive records and to prepare reports from same. Ability to work effectively under time constraints to meet deadlines. Ability to deal tactfully and appropriately with thegeneral public and City departments in an effective manner. Ability to interpret and follow departmental procedures and guidelines. Ability to be a strong team player. Ability to absorb and learn quickly and maintain a departmental sense of urgency. Ability to use judgement in the analysis of facts and circumstances to solve practical problems and deal with problems involving several concrete variables in standardized situations.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Skills. Experience in Microsoft Office Suite. Must be able to demonstrate advanced abilities in Microsoft Excel. Ability to analyze and manipulate large amounts of data. A skills test may be administered for applicants.
Work Environment
Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, business organizations or contacts and other city personnel.
Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.
May have contact with the general public, other City departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc. Communication is by means of telephone, personal discussion, video conferencing, electronic communication and oral and written correspondence and involves discussing routineinformation requiring patienceand courtesy as well as providing detailedexplanations which requires professional communication both in writing and orally.
Has access to confidential information regarding personnel records.
Errors in judgment could result in delay or loss of services, legal ramifications, adverse public relations, and monetary loss.
Physical skills and effort
Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, business organizations or contacts and other city personnel.
Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.
May have contact with the general public, other City departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc. Communication is by means of telephone, personal discussion, video conferencing, electronic communication and oral and written correspondence and involves discussing routineinformation requiring patienceand courtesy as well as providing detailedexplanations which requires professional communication both in writing and orally.
Performance Standard
Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.
(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.)
THE CITY:
The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.
OUR GOVERNMENT:
Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.
AS AN EMPLOYER:
The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.
Human Resources Diversity Statement
We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:
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Actively recruit, develop, and retain a diverse and talented workforce.
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Proactively address discrimination through education and in partnership with other departments and leaders.
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Serve as a role model to celebrate and nurture diversity.
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Foster inclusion by staying curious and clarifying assumptions.
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Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
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Build and strengthen accountability at all levels to support diversity efforts.
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Health insurance
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Dental insurance
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Tuition Reimbursement
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Flexible Spending Accounts
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457 Deferred Compensation plans
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Metro Credit Union
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Verizon Wireless discount
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Employee Assistance Program
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Generous paid leave time benefits and paid holidays.
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City Retirement (Mandatory)
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Weekly Direct Deposit
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Opportunity to serve the public and join a dynamic team of dedicated employees