OFFICE ADMINISTRATOR              

Collector/Treasurer

DEFINITION

Under the direction of Town Collector/Treasurer, provide significant coordination and supervisory responsibilities, as well as process and record payments for excise or real estate taxes, parking tickets and other items; balance payments; research problems; provide customer service.

ESSENTIAL FUNCTIONS

Serve as the Office Coordinator for the Collector/Treasurer’s Office and ensure the efficiency of daily operations. Organize, delegate and review clerical work of the department; train and cross-  train support staff; coordinate responsibilities during vacation periods; maintain staff attendance records and prepare weekly payroll; and maintain other personnel related files.

Provide assistance to internal and external customers, including members of the public and other Town employees. Greet visitors, answer phones, explain office procedures, and respond to questions within level of expertise and authorization, referring more complex issues to supervisor.

Process payments for taxes and other items. Prepare daily receipts and post all revenues in MUNIS; balance postings including the cash drawer, and prepare summary reports of receipts for submission to the Assistant Treasurer.

Prepare and balance bank deposits; process lock box cash receipts; prepare daily turnover cash sheets.

Research and resolve lock box rejects; refund and adjust incorrect payments and other discrepancies.

Enter, reconcile and balance all real estate, personal property and excise tax payments; reconcile real estate, personal property and excise outstanding receivable balances with MUNIS Collector reports on a monthly basis: produce month end, quarterly and year- end audit reports for real estate and personal property.

Serve as the Town’s Parking Clerk. Coordinate all parking ticket hearings and resolve parking ticket issues, when possible. De-escalate arguments and provide helpful information on the process. Enter all newly issued parking tickets and payments.

Perform related duties as required.

MINIMUM QUALIFICATIONS

Skills, Knowledge and Abilities

Knowledge of standard office procedures, practices, forms and equipment, including working knowledge of Microsoft Office.

Knowledge of accounting and basic bookkeeping principles.

Ability to prepare routine correspondence and reports utilizing computerized office applications.

Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.

Ability to learn customized software including MUNIS.

Ability to represent the Town of Andover professionally during difficult interactions; ability to communicate effectively and pleasantly with a wide variety of individuals including customers, co-workers, outside professionals and members of the public.

Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.

Ability to perform multiple tasks and deal effectively with interruptions.

Ability to perform detailed work accurately and with dispatch.

Education and Experience

Duties require an Associate’s Degree in Business or related field; knowledge of office administration, bookkeeping principles, data entry, and automated office systems and procedures; specialized bookkeeping training; familiarity with MUNIS strongly preferred; 3 years of related experience; or any equivalent combination of education and experience.

SUPERVISORY RESPONSIBILITY

Provide daily supervision to the support staff in the Collector/Treasurer’s Office.

PHYSICAL ELEMENTS

Normal office environment, not subject to extremes in noise, temperature, odors, etc.

Intermittent standing to assist customers or other staff members.

Frequent interruptions to assist customers in the office or on the phone.

May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.

Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-exempt

Grade: IE-16

Standard Work Week: 36.25

Job Code: 6262

Risk Code: 8810

Town of Andover Classification Review

Revised January 20, 1999; March 14, 2001; June 9, 2005, June 16, 2017