Bookkeeper

The Bookkeeper reports directly to the Town Treasurer and is responsible for supporting the Town’s daily financial operations. This position ensures the accurate recording of financial transactions, timely payment of obligations, compliance with accounting standards and governmental regulations, and the maintenance of organized financial documentation. The position requires a strong understanding of bookkeeping and accounting principles, strong attention to detail, organizational skills, discretion, confidentiality, and the ability to work effectively in a fast-paced municipal environment.

The Bookkeeper must possess strong communication, computer, analytical, and customer service skills and maintain accurate financial records in accordance with Town policies and applicable accounting standards.

ESSENTIAL JOB FUNCTIONS

The duties listed below are representative of the position and are not intended to be all-inclusive. Additional duties may be assigned as needed.

• Process accounts payable and accounts receivable transactions accurately and timely.
• Monitor outstanding receivables and assist with collection efforts, payment follow-up, and maintenance of accurate customer records.
• Assist with processing payroll and maintaining payroll records.
• Maintain and reconcile financial records, ledgers, and supporting documentation.
• Compare purchase orders, contracts, and invoices to verify pricing, discounts, and terms have been applied correctly.
• Investigate and resolve invoice discrepancies and payment issues.
• Maintain payment schedules and ensure vendors are paid according to established agreements and due dates.
• Prepare bank deposits and assist with cash receipt processing.
• Prepare monthly bank reconciliations for review by the Town Treasurer.
• Assist in the preparation of monthly, quarterly, and annual financial reports, including the Treasurer’s Reports.
• Process and maintain records for real estate and personal property tax accounts.
• Assist with tracking revenues, expenditures, and budget activity.
• Prepare and review invoices, billing statements, and collection records for Town services and fees to ensure proper approvals, accurate coding, adequate supporting documentation, and compliance with purchasing policies.
• Prepare journal entries and assist with month-end and year-end closing activities.
• Assist with year-end reporting, including 1099 processing and audit preparation.
• Support the annual financial audit by gathering requested documentation and schedules.
• Maintain organized electronic and physical filing systems for financial and official Town records in accordance with record retention requirements.
• Assist with employee benefit and retirement record administration as assigned.
• Respond to residents, vendors, and staff inquiries regarding payments, billing, and account information.
• Establish and maintain positive working relationships with vendors, contractors, consultants, and service providers.
• Contact vendors to obtain required documentation needed for payment processing, including W-9 forms, banking information, tax identification numbers, and other supporting documents.
• Maintain compliance with Generally Accepted Accounting Principles (GAAP), governmental accounting standards, and federal, state, and local requirements.
• Maintain confidentiality of financial, payroll, personnel, and Town records.
• Provide administrative and clerical support to the Town Treasurer and Town Administrator.
• Support front office coverage by providing high quality customer service to residents and visitors, responding to inquiries, and directing requests to the appropriate departments, resources, or staff by phone or in person.
• Pursue continuous learning and professional development opportunities, as budget allows, to support effective job performance and career growth.
• Perform other related duties as assigned by the Town Treasurer.

TECHNICAL KNOWLEDGE, SKILLS, AND ABILITIES

• Strong knowledge of standard bookkeeping and accounting practices and procedures.
• Experience processing accounts payable, accounts receivable, payroll, and bank reconciliations.
• Understanding of Generally Accepted Accounting Principles (GAAP).
• Proficient in Microsoft Office, including Excel and Word.
• Experience with accounting and payroll software systems is preferred.
• Strong organizational skills, attention to detail, and the ability to maintain accurate financial records and reports.
• Excellent communication skills for interacting with staff, residents, vendors, and external agencies.
• Self-motivated, with the ability to prioritize work, manage multiple responsibilities, and meet deadlines while working independently.
• Demonstrates discretion, confidentiality, and sound judgment when handling sensitive information.
• Builds and maintains effective working relationships across all levels.

PERSONAL QUALITIES AND ATTRIBUTES

• Adaptable and flexible in responding to changing priorities, projects, and community needs.
• Proactive problem-solver with the ability to identify challenges and implement effective solutions.
• Demonstrates a high degree of professionalism, integrity, sound judgment, and discretion.
• Strong organizational and time-management skills with exceptional attention to detail.
• Eager to learn and apply new methods, technologies, and best practices.
• Ability to maintain confidentiality and handle sensitive information appropriately.

EDUCATION AND EXPERIENCE

• Associate’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of three (3) years of bookkeeping, accounting, payroll, or related financial experience preferred.
• Municipal or government accounting experience preferred.
• Experience with QuickBooks, Bill.com, ADP, or similar accounting/payroll systems preferred.
• Equivalent combination of education and experience may be considered.
• Completion of National Incident Management System (NIMS) 700.b, An Introduction to the National Incident Management System, and ICS 100.c, Introduction to the Incident Command System, within three (3) months of hire.

PHYSICAL REQUIREMENTS

• Ability to operate a computer, keyboard, and other standard office equipment for extended periods while performing administrative, communication, and financial duties.
• Ability to communicate effectively in person, by telephone, and through electronic communication platforms.
• Ability to sit, stand, walk, bend, stoop, kneel, reach, and move throughout Town facilities as necessary to perform assigned duties.
• Ability to retrieve, organize, and maintain physical and electronic records and materials.
• Ability to lift, carry, push, and pull supplies, equipment, and event-related items, including occasionally lifting and/or moving objects weighing up to 20 pounds.

COMPENSATION AND BENEFITS

This is a part-time position working 20 hours per week at a rate of $25.00 to $28.00 per hour, depending on qualifications and experience. The work schedule will be established to balance the Town’s operational needs with the selected candidate’s availability and flexibility. Total hours shall not exceed 40 hours per pay period without prior approval from the Town Administrator.

Benefits include pro rata annual leave, sick leave, paid holidays, and participation in the Maryland State Retirement and Pension System, subject to applicable eligibility requirements and Town policy.

 Fair Labor Standards Act (FLSA) Classification: Non-Exempt

Please submit your resume and cover letter to Christina Cornwell, Town Administrator at [email protected] with the subject line “Application for Bookkeeper”. Applications will be reviewed as they are received, and the position will remain open until filled. Early applications are encouraged.