Position Summary

The Clerk-Treasurer serves as the Town’s chief administrative officer for official records and finances, as prescribed by State Statutes, the Town Charter, and Town ordinances. This position maintains the Town’s official financial records, manages the receipt, custody, and disbursement of Town funds, and ensures compliance with applicable federal, state, and local laws and regulations. The Clerk-Treasurer and the Town Clerk share supervisory responsibility and direct the workflow for the Associate Clerk.

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Essential Duties and Responsibilities

Prepare the annual operating and capital budgets, as well as the budget report.

Manage all funds and working capital to ensure that both short-term and long-term cash requirements are satisfied.

Monitor revenues and expenses to ensure performance to budget.

Manage and maintain the capital asset inventory.

Prepare payroll bi-weekly and coordinate with the HR firm on related functions, including managing the employee benefit plans.

Assist the auditors with the annual financial audit, including preparing the “Management’s Discussion and Analysis” section of the financial statements.

Submit monthly financial reports to the Mayor and Town Council.

Manage the processing and reconciliation of all receivables, payables, and bank statements.

Process end-of-year 1099 forms.

Oversee the town’s HR vendor to manage payroll and ensure that employee benefits records are kept and appropriately communicated. Work collaboratively with the Town Clerk to support new-employee orientation and onboarding packages, as required by the mayor and HR vendor.

Manage the town’s liability and workers’ compensation insurance. Conduct an annual state-mandated workers’ compensation audit.

Monitor the Town’s investment accounts.

Manage vendor contracts.

Ensure that all taxable property and license fees in the Town are accurately assessed, monitored, and collected.

Prepare all necessary and requested reports and submit them to the appropriate county, state, and federal offices.

Organize and maintain the required town financial records

Occasionally provide back-up to the Town Clerk in clerking Town Council meetings

Provide support, along with the Town Clerk, to the Grant Manager with tracking, reconciling, reporting, and collecting grants.

Manage all letters of credit and escrow accounts for developments and projects, and issue releases upon authorization and approval by the town engineers.

Assist the Town Clerk with procuring supplies, materials, and other related vendors.

Assist with all Town elections under the guidance of the Town Clerk and Board of Elections.

Collaborate with the Town Clerk to develop and improve workflow efficiencies, policies, and communication.

Support compliance with federal, state, and local laws.

Collaborate with the mayor and Town Clerk to identify staffing needs, support recruitment efforts, and develop job descriptions.

Assist with other similar or related tasks that are a logical part of the position or an immediate requirement.

Perform other duties as assigned by the mayor.

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Knowledge, Skills, and Competencies

Must be able to work cooperatively and collaboratively with other Town staff and contractors.

Must be detail-oriented, with strong organizational and communication skills.

Ability to exercise discretion and sound judgment.

Ability to work independently in a sometimes-unstructured environment.

Possess strong problem-solving skills.

Ability to build and sustain effective working relationships.

Ability to read, write, speak, and understand English.

Proficiency in Microsoft Office applications and general accounting systems, such as QuickBooks.

Proficiency in using Zoom and Microsoft Teams.

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Education and Experience

Education: An associate’s degree and at least three years of experience in business, public administration, accounting, finance, or related fields are required. A bachelor’s degree is preferred.

Experience: Five (5) years of progressively responsible accounting, finance, business, or public administration experience.

Licenses/Certifications: Valid driver’s license

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Job-Specific and Physical Requirements

Must be bondable and pass a comprehensive background/credit check.

Work is performed primarily in an office environment using standard office equipment with frequent public contact.

Ability to sit, stand, and use office equipment for extended periods; occasional lifting of records or supplies (up to 25 pounds).

Availability to work occasional evenings and extended hours for governing body meetings, elections, and town meetings, as required.

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Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job in accordance with the Americans with Disabilities Act (ADA) and applicable state law.

The Town of New Market is an Equal Opportunity Employer. The Town does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable federal, state, or local law. The Town will provide reasonable accommodations to qualified individuals with disabilities as required by law.