Full Time - Finance and Payroll Specialist

Finance and Payroll Specialist

Job Type: FULL-TIME

Status: Non-EXEMPT, SALARY

Compensation: THIS IS A UNIONIZED POSITION. THE SALARY RANGE AND BENEFITS ARE BASED ON THE TERMS OF THE CONTRACT

Reports to: Finance Director/Asst. Finance Director, Treasurer

Approved by: Watertown Town Council

Approval Date: May 4, 2026

POSITION SUMMARY: The Finance & Payroll Specialist is a multifaceted role responsible for the integrity of the Town’s revenue collection. This position manages the full cycle of Accounts Receivable and serves as the primary backup to support payroll functions. This role requires a high degree of collaboration with the Human Resources Department to ensure all personnel-related financial data is processed with precision.

SUPERVISORY RESPONSIBILITIES: Provides limited oversight by offering guidance and direction to interns or administrative support staff as needed. This position does not include formal supervisory responsibilities such as hiring, evaluation, or disciplinary authority.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounts Receivable & Treasury Support - (Primary Role)

• Revenue Management: Responsible for preparing and maintaining detailed records for all monetary transactions occurring both on-site and online.
• Collections & Deposits: Collects cash and checks from all Town departments and prepares them for bank deposits.
• Ledger Maintenance: Posts charges and balances accounts according to departmental direction.
• Collections Oversight: Proactively follows up on stale-dated invoices and outstanding receivables to ensure timely collection.
• System Integration: Regularly enters, retrieves, imports, and exports financial data using the IV/Tyler Software System and other municipal software.

Payroll & Personnel Administration – (Backup Role)

• Payroll Processing Support: Works in conjunction with the HR Director to ensure payroll for active, terminated, and leave-status employees is processed timely and accurately.
• Verification & Auditing: Collects and verifies all time-entry information. Validates the accuracy of pays and supervisor approvals prior to importing data into the IV/Tyler system.
• Record Maintenance: Tracks and updates personnel records, including Sick Leave, Vacation, Personal Time, Holidays, and Compensatory Time.
• Personnel Changes: Coordinates with HR to reflect changes in employee status, including general wage increases, retroactive payments, longevity pay, leave of absences, and terminations.
• Compliance Updates: Performs annual system updates to reflect changes in tax tables, employee benefit rates, and provisions within various union and employee contracts.
• Post-Payroll Duties: Verifies the accuracy of payment registers, initiates corrections or adjustments as needed, and manages the distribution of physical checks to each department.
• Maintains confidentiality of employee compensation and personnel data.

General Finance Support

• Assists with annual audit preparation and documentation.
• Supports implementation and maintenance of financial systems and procedures.
• Provides customer service to residents, vendors, and employees regarding financial transactions.
• Performs related duties as assigned to support departmental operations.

The above duties describe the most significant responsibilities performed and are not to be considered a detailed description of every duty of the position. Other related duties may be assigned by the Finance Director.

REQUIRED SKILLS AND ABILITIES:

• Technical Proficiency: Advanced knowledge of municipal ERP systems (e.g., Tyler/IV, Edmunds) and payroll platforms (e.g., UKG), with strong Microsoft Excel skills.
• Municipal & Accounting Knowledge: Working knowledge of governmental accounting principles, including accounts receivable, payroll processing, and cash management practices; familiarity with specialized Police and Fire payroll requirements (e.g., detail pay, contract stipends) preferred.
• Confidentiality: Demonstrated ability to handle sensitive financial and personnel information with a high level of discretion.
• Communication & Collaboration: Strong interpersonal skills with the ability to work effectively across departments (Finance, HR, Police, Fire).
• Attention to Detail & Organization: Highly detail-oriented with strong organizational skills and the ability to maintain accuracy under deadlines.
• Independence & Reliability: Ability to work independently, manage competing priorities, and consistently meet deadlines.

EDUCATION AND EXPERIENCE:

• Associate’s degree in accounting, finance, or a related field required; Bachelor’s degree preferred. Minimum of 3–5 years of progressively responsible experience in accounting, finance, or municipal operations, including demonstrated experience in accounts receivable, bookkeeping, or payroll administration. Municipal experience preferred.
• Technical Competence & Controls: Strong understanding of internal controls, data validation processes, and financial accuracy standards.
• Work Environment & Performance: Ability to work under general supervision while maintaining a high level of accuracy in a deadline-driven environment.

SPECIAL REQUIREMENT: Must have a valid Connecticut driver’s license or be able to obtain one in sixty (60) days.

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

While performing the essential duties of this job, the employee is frequently required to stand, walk; use hands and fingers, handle or operate objects, controls or standard office equipment, reach with hands and arms; climb or balance; stoop, kneel, crouch.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

The noise level in the work environment is usually quiet in the office.

Position Type/Expected Hours of Work: This is a full-time position. This position may require occasional extended hours during payroll processing, fiscal year-end, and audit periods.

Travel: Travel is primarily local during the business day, although some out of the area travel and overnight may be expected for conferences and seminars.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of functions, activities, duties or responsibilities that are required of the employee for this job. Functions, duties, responsibilities and activities may change at any time with or without notice.

EEOC STATEMENT: It is the policy of the Town of Watertown to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Town of Watertown will provide reasonable accommodations, that do not present an undue hardship, for qualified individuals with disabilities.

Employee’s signature below indicates an understanding of the requirements and essential duties of the position.

________________________________________ ________________________

Employee’s Signature Date

Approved: 05-04-2026