Town of Guilford

BOOKKEEPER AND WASTE TRANSFER STATION ASSISTANT

EXEMPT:                  NO                                          SALARY LEVEL: N6

DEPARTMENT:      WASTE TRANSFER STATION

REPORTS TO:         FINANCE DIRECTOR

LOCATION:             31 PARK STREET

HOURS:                     8:30AM – 4:30PM

PREPARED BY:      Mitchell R. Goldblatt            Initials: _____DATE: November 20, 2020

APPROVED BY:      Matthew T. Hoey, III            Initials: _____DATE: November 20, 2020

POSITION SUMMARY:   

Under the direction of Finance Director and working with the Senior Account Specialist, assists in the accounting, billing, purchasing, and administrative functions for the Waste Transfer Station and the Finance Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Creates customer invoices and statements for the Waste Transfer Station, Medical Billing, and Public Works Work Orders.

• Maintains Customer Data Base.

• Enters payments and records deposits into Financial Software.

• Processes and enters vendor invoices for the Waste Transfer Station and Payroll for payment.

• Maintains Vendor Master File.

• Processes purchase orders and tracks prior year purchase orders.

• Maintains Employee Time off records with assistance from Payroll.

• Counts cash and checks and prepares bank deposits.  Assists in bank reconciliation.
• Reconcile Waste Transfer Station credit card charges daily.
• Tracks and processes Waste Transfer Station passes.

• Maintains files for hauler license applications.

• Maintains Tax-Exempt and W-9 Forms

• Collects outstanding accounts receivable through telephone calls or written letters.

• Organizes vendor invoices for processing and matches vendor invoices with checks.

• Manages Returned Checks and Collections.

• Reviews vendor statements for missing payments.

• Sorts outgoing mail and brings to the mailroom daily.

• Compiles monthly financial reports, as directed.

• Maintains Fixed Asset Inventory.

• Scans invoices and deposit reports into Financial Software.

• Maintains department files.

• Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge and proficiency of computer systems including Word, Excel, QuickBooks, and other comparable software.

• Skills in the operation of standard office equipment and department computers.

• Skills in organization and detail-oriented.

• Ability to prioritize work-flow.

• Ability to be a self-starter.

• Ability to compose letters and memoranda.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages.

• Ability to read and comprehend documentation and to interpret a variety of instructions furnished in oral, written, diagram, or schedule form.

• Ability to make computations and tabulations with speed and accuracy.
• Ability to understand and follow oral and written instructions.

• Ability to comply with all applicable federal, state, and local safety and health regulations that would apply to this job.

• Ability to learn assigned tasks readily and to adhere to prescribed routines.

• Ability to perform duties with awareness of all Town requirements and policies.

• Ability to speak clearly and concisely both in oral and written communication. 

• Ability to meet and serve the public pleasantly, tactfully and informatively.

• Ability to effectively present information and to respond effectively to inquiries from both employees and the general public with polite and objective firmness.

• Ability to establish and maintain effective working relationships with superiors, colleagues, and members of the general public.

• Ability to treat other employees, and those with whom they come into contact, including the public, with courtesy, respect and professionalism.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to stand; walk, use hands to finger, handle, or feel objects, or controls and reach with hands and arms Specific vision abilities required by the job include close vision and the ability to adjust focus.  The employee must occasionally lift and/or move up to twenty (20) pounds. 

EDUCATION AND/OR EXPERIENCE:

High School Diploma or General Education Degree (GED); plus three (3) years of business related experience in dealing with the general public; or equivalent combination of education and experience.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually quiet. There may be some stress involved with employee and public contact.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties may be required.