Finance and Human Resources Coordinator

Nature of Work

The Finance and Human Resources Coordinator is primarily responsible for day-to-day accounts payable, payroll processing, employee onboarding, benefits administration, and related financial and personnel recordkeeping for the Town and School departments. The position also provides administrative and financial support for reporting, audit preparation, and other operational needs as assigned.

Work is performed under the supervision of the Town Administrator and requires accuracy, confidentiality, initiative, and sound judgment. The employee is expected to manage routine deadlines and documentation accurately and on time, while coordinating with the Town Administrator and the Town’s consulting CPA on compliance-related filings, reporting requirements, and accounting review matters.

Essential Duties and Responsibilities

Municipal Accounting and Accounts Payable

• Prepare bi-weekly accounts payable warrants for Town and School operations.
• Process vendor payments by check and electronic payment methods.
• Receive, organize, and maintain vendor invoices and related financial records.
• Maintain expense account coding and financial records within Trio software.
• Prepare and distribute annual 1099 forms to applicable vendors and contractors.
• Maintain contractor insurance certificates and tax documentation.
• Assist with financial recordkeeping and provide supporting documentation for audits and accounting review.
• Coordinate with the Town’s consulting CPA regarding accounting matters, reporting needs, and financial documentation.

Payroll Administration

• Collect, review, and process bi-weekly payroll for Town and School employees using payroll software and established procedures.
• Maintain employee payroll records, contracts, deductions, withholdings, and benefit information.
• Post payroll reconciliation entries and maintain accurate payroll records within Trio.
• Prepare payroll-related reporting and payments for federal and state agencies as required.

Human Resources and Employee Administration

• Process onboarding documentation for new employees, including tax forms, employment authorization documents, payroll setup, and related records.
• Maintain confidential personnel and payroll records in accordance with applicable laws and policies.
• Assist employees with payroll, benefits, and general employment-related administrative questions.

Benefits Administration

• Administer employee health insurance benefits for Town and School employees, including enrollment changes and payroll deductions.
• Coordinate monthly premium payments and required reporting with benefit providers.
• Administer retirement plan deductions and reporting for applicable employee retirement systems.

Reporting and Administrative Support

• Prepare departmental budget summaries and related financial reports as requested.
• Assist with unemployment, workers’ compensation, and related reporting requirements.
• Perform related administrative, accounting, and clerical duties as assigned.

Required Knowledge, Skills, and Abilities

• Knowledge of bookkeeping and payroll principles, preferably within a municipal or governmental environment.
• Knowledge of standard office practices, procedures, and software systems.
• Ability to maintain confidentiality and handle sensitive employee and financial information.
• Ability to organize and prioritize multiple responsibilities with attention to detail and accuracy.
• Ability to communicate effectively with employees, vendors, elected officials, and the public.
• Ability to work independently while maintaining collaborative working relationships.
• Proficiency with computer systems and accounting/payroll software.

Minimum Qualifications

• High school diploma or equivalent required; additional coursework or training in accounting, bookkeeping, business administration, or human resources preferred.

· At least three years of experience in bookkeeping, payroll, accounting, or administrative support work is required.

· Experience with municipal, school, governmental, or nonprofit accounting is preferred and would support success in the role, but it is not required.

• Familiarity with Trio software is desirable.
• Equivalent combinations of education and experience may be considered.

Working Conditions

Work is primarily performed in an office environment with regular use of computers and standard office equipment. Limited hybrid work arrangements may be available for certain tasks, based on operational needs and supervisory approval, but regular in-office presence is expected.

Disclaimer

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or logically assigned to the role.

This position will remain open until filled. Interested parties should contact Town Administrator Viktoria Wood at townadmin@townofchebeagueisland.org for additional information or to express interest.

Pay: $20.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance
• Work from home

Work Location: Hybrid remote in Chebeague Island, ME 04017