Job Description: Borough Clerk Reports To: Borough Manager
Job Classification: Non-Exempt Job Type: Full-Time
Rate: $16.50 Hours: 40 per week
SUMMARY
The Borough Clerk is responsible for performing a broad scope of clerical and financial duties pertaining to the day to day operations of the Borough/Authority, as directed by the Borough Manager and will be required to provide a proficiency test in office accounting and word software. The majority of these duties are time sensitive and require strict compliance to those time constraints. This employee will be working with money operations and may be required to be bonded. The Borough Clerk will be working independently and must possess the abilities of discretion and independent judgment with respect to confidentiality. The position also performs finance-analyst functions, including accounts payable and receivable, budget support, bill payment processing, financial reporting, and related records management.
SUPERVISION
This position is under the supervision of the Borough Manager
PRIMARY ACCOUNTING RESPONSIBILITIES
· Perform aspects of , including but not limited to: (a) maintaining accurate customer records: (b) input meter data into system; (c) update rates annually; (d) calculate, print, sort and mail bills; (e) notify property owners of meter problems and set up repair appointments; (f) maintain and print water usage reports; (g) process payments which includes but not limited to daily reconciliation of all payments made in cash, credit cards, ACH or similar through the Muni-Link system, drop deposits off to bank daily; (h) make determine daily deposits and calculate payments for park/water/sewer/general accounts on a daily basis; (i) print and mail reminders to delinquent customers; (j) create work orders when necessary; (k) prepare shut off notices for non-payment; (l) post and track final bills for change of ownership and or occupancy.
PRIMARY ACT 511 TAX COLLECTOR RESPONSIBILITIES:
· Annually obtain quotes and order forms as needed.
· Update resident records.
· Complete new resident information forms for new residents and update customer/resident records.
· Maintain a list of landlords and requesting tenant lists annually. Process tenant changes as required when residents move into or out of the Borough.
· Prepare letter for account closures due to sale of property; attain meter readings and perform finalization procedures for that property. Attain all paperwork for new property owners in the final transfer.
LOCAL SERVICE TAX
- Annually mail tax return package to employers.
- Collect, process and distribute LST Taxes to proper Borough accounts.
- Maintain a database of payment records for all payments of employers and self-employed individuals.
- Review and process refund and various tax requests.
- Annually review for delinquent reports from employers (businesses)/individuals, send notices.
PER CAPITA TAX:
- Annually bill tax, with supplemental bills being sent out during the year to new residents.
- Maintain the tax records, updating to add and remove taxpayers as required.
- Update database, print and mail bills.
- Post payments and exonerations, deposit funds, print reports of receipts.
- Create a delinquent list each January for prior year, compose and send final notices for payment.
- Prepare a final list of delinquents and send to District Magistrate for collection.
RECEPTIONIST RESPONSIBILITIES:
- Provide customer service effectively/efficiently to Borough residents or other constituents.
- Receive requests, complaints and information from the public and transmit to Manager to process as needed; handle when required.
- Answer phones and provide information and assistance to the public on request. Assist them by answering questions directing them to the appropriate person, researching records or recording and transmitting messages to Borough staff and officials.
- Report trash and recycling problems to Manager.
- Sort incoming mail for Manager review and process.
- Assist in maintaining inventory and ordering of office supplies.
BOROUGH SECRETARY SUPPORT RESPONSIBILITIES:
- Attend Borough Council and Municipal Authority meetings when the Secretary is unavailable; assist with agendas, minutes, and follow-up materials.
- Prepare draft meeting agendas by compiling correspondence, citizen requests, bills for payment, financial reports, proposed ordinances, resolutions, and background information.
- Prepare, post, and maintain required public-meeting notices and other municipal advertisements.
- Maintain official municipal records and retention files, including minutes, ordinances, resolutions, contracts, bids, advertisements, reports, and official actions.
- Assist with official documents, seals, signatures, bid documents, contract files, and public-record requests as directed.
- Assist the Borough Manager with personnel records, onboarding and termination paperwork, benefits, health-insurance enrollment, and insurance files.
- Assist with grant, loan, rebate, inventory, fixed-asset, and state or Federal reporting assignments.
- Coordinate emails, correspondence, and information for Council, the Manager, departments, boards, commissions, and the public.
- Perform other administrative duties assigned by the Borough Manager or Borough Secretary.
FINANCE ANALYST SUPPORT AND FINANCIAL RESPONSIBILITIES:
· Prepare monthly reconciliations of all Borough and Authority bank accounts and certificates of deposit when matured; investigate and resolve discrepancies.
· Assist the Borough Manager and Borough Secretary with preparation and monitoring of annual Borough and Authority budgets, including prior-year analysis, line-item estimates, shared-cost allocations, and budget comparison reports.
· Assist Borough and Authority auditors with annual DCED reports, financial reports, audit schedules, supporting documentation, and responses to audit requests.
· Assist with State Liquid Fuels, pension, workers' compensation, and other financial audits.
· Prepare monthly financial reports of bank accounts, fund balances, financial activity, and investments for presentation at Borough Council's first public meeting each month.
· Prepare monthly financial reports of bank accounts, fund balances, financial activity, and investments for presentation at the Municipal Authority meeting each month.
· Maintain organized financial records, including deposit reports, revenue reports, audits, budgets, contracts, invoices, payment records, and other records required by law.
· Process monthly bills and invoices, prepare payment reports, and maintain supporting documentation for presentation and ratification by Borough Council.
· Perform finance-analyst work in accounts receivable and accounts payable using QuickBooks or the Borough's designated fund-accounting system, including coding, posting, receipts, invoices, reconciliations, and supporting documentation.
· Perform finance-analyst work in Accounts Receivable, including backup and assistance to the Secretary with invoicing customers and residents, receiving and depositing monies due the Borough, coding receipts, entering revenue, reconciling daily receipts, and maintaining accurate payment records.
· Perform finance-analyst work in Accounts Payable, including backup and assistance to the Secretary with checking invoices for completeness, matching packing slips, coding invoices, entering bills, preparing paid-invoice lists, processing checks for payment, preparing annual 1099 reports, and maintaining vendor W-9 information.
· Perform and assist with payroll-related finance-analyst work, including obtaining required new-employee forms, entering biweekly payroll data, processing payroll timely, paying payroll liabilities, updating employee records, and preparing annual salary and benefit notifications as approved by the Borough Manager
· Prepare monthly balance sheets, fund reports, and budget-to-actual comparison reports for each fund and department.
· Complete and submit required state and Federal financial forms, maintain filing deadlines, and assist with authorized fund transfers and cash-management schedules.
OTHER RESPONSIBILITIES:
- Assist with gathering information for annual newsletter.
- Assist with preparing posters, signs, handouts, etc., for special events.
- Attend Council and Authority meetings in the absence of the Borough Secretary; assist in preparing minutes and prepare the draft for the Borough Secretary's review.
- Other duties as assigned by Borough Manager or Borough Secretary.
WORKING CONDITIONS: Work is performed in an office, which is busy, oriented to public service and subject to constant work interruptions. Employees may work under the stress of continual public and/or interdepartmental contact and pressure to meet inflexible timelines. Ability to maintain reasonable, predictable and regular attendance, and ability to attend meetings or report to work outside of regular business hours may be required.
ACCOUNTABILITY:
This position is accountable for the effective, efficient, professional, provision of support services and performing complex financial and administrative duties with proficiency and precision. Assist in managing the administrative detail of the Borough office and share accountability for the provision of consistent, high quality service. Accountable for maintaining strict confidentiality of sensitive information.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Thorough knowledge of clerical practices and procedures.
- Knowledge of general principals of municipal organization, operations, policies and objectives.
- Oral and written communication skills.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Proficiency with Microsoft Office software applications.
- Prior experience with Quickbooks Fund Accounting software.
- Ability to handle multiple interruptions and adjustments to priorities throughout the day.
- Ability to communicate effectively with diverse and sometimes irate individuals and to handle calmly and efficiently situations ranging from routine to emergency.
- Excellent memory, time management, problem solving and organization ability, in order to set priorities, organize workload, handle multiple responsibilities and meet deadlines.
- Ability to operate standard office equipment including, personal computers, typewriters, copiers, calculators and fax machines; input and retrieve data; organize and maintain computer disk storage and filing.
- Ability to work cooperatively with others as a member of a service oriented team.
- Ability to use independent judgment to effectively plan, coordinate and organize a variety of administrative and clerical support activities.
- Math and accounting skills essential; must be detail oriented. Accuracy and speed essential.
- Should be familiar with Federal and State tax laws, as well as fully knowledgeable in all applicable local tax laws.
- Must have good customer service skills; written, verbal and in person.
EDUCATION AND/OR EXPERIENCE
- High School graduate or have a GED.
- Accounting Experience preferred
- Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance.
TOOLS AND EQUIPMENT
- Standard office equipment including, personal computers, typewriters, copiers, calculators and fax machines; input and retrieve data; organize and maintain disk storage and filing.
PHYSICAL DEMANDS:
- While performing the duties of this position, the employee is regularly required to sit for extended periods of time; dexterity of hands and fingers to operate a computer keyboard; reach overhead, above the shoulders and horizontally, bend at the waist and kneel or crouch to retrieve files from cabinets and shelves; hear and speak to exchange information in person or on the telephone; see to read various documents related to assigned activities; lifting light objects.
MISCELLANEOUS
- The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change
Job Description Acknowledgement
Employee Name: ________________________________________________
Status: [ ] Full-Time [ ] Part-Time
Acknowledgment & Understanding
I, _____________________________________________ (Name) acknowledge that I have received, read, and fully understand the job description for the position of Borough Clerk. I understand that this role requires a high level of self-management and time management skills to effectively handle administrative and financial duties.
______________________________________ ______________
Signature Date
______________________________________ ______________
Signature of Borough Manager Date
Pay: From $45,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Work Location: In person
