FINANCE & OFFICE SUPPORT SPECIALIST

Job Description

Job Title: FINANCE & OFFICE SUPPORT SPECIALIST

Grade: 5

FLSA: Non-exempt

Department: Administration

Effective Date: April 2026

MAJOR PURPOSE

Under supervision of the Treasurer/Assistant Treasurer, this position provides various customer service and clerical services in the finance department. This position is responsible for assisting customers via phone, mail, email, etc.; accepting payments for utility, real estate, personal property, business license, animal license, and various other revenue sources; and maintaining various reports and purchasing platforms.

ESSENTIAL JOB FUNCTIONS

- Answer phones and provide information to citizens by telephone, email and in person.

- Take payments for utilities, personal property, real estate, dog tags, business licenses, meals, and lodgings tax, etc.

- Assist with maintaining and updating utility accounts – opening and closing accounts and preparing utility credits.

- Reconcile the daily revenue batch to the finance system (Edmunds) and correct any errors.

- Sells cemetery lots and updates the Essex Cemetery map and lot availability.

- Open, sort and distribute mail.

- Prepare mailings to include utility billings, personal property and real estate tax billings, business license renewals, backflow prevention letters, etc.

- Maintains and utilizes excel spreadsheets for data tracking, reporting analysis, and record-keeping.

- Customer Portal– Send out notices to customers via the customer portal for various types of messages (water main break, boil water notice, etc.)

- Assist Marketing Manager with maintenance of Town website and Facebook page.

- Manage office supply inventory and coordinates procurement across multiple purchasing platforms.

- Oversee aspects of select vendor contracts including terms, timely renewals, ordering, and tracking.

- Assist in pulling and scanning various documents for the year-end audit.

- Provide notary services as needed.

- Provide administrative support as assigned.

- Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

- Demonstrate skill in use of computer applications and programs.

- Ability to operate office equipment such as copier, inserter, and postage system.

Ability to maintain records and files in an organized manner.

Ability to abide by Towns policies and procedures.

- Ability to maintain confidentiality, and integrity.

- Ability to work with and reply to customers appropriately and to communicate effectively, both orally and in writing.

- Ability to balance and complete multiple assignments efficiently and effectively.

MINIMUM QUALIFICATIONS

- High school diploma or equivalent (required)

- 2 years of customer service experience

PREFERRED QUALIFICATIONS

- Proficient in Excel, Word, Outlook.

- Associates degree.

- Proficient with a 10-key calculator.

- Strong verbal and written communication skills.

- Basic understanding of local government functions (utilities, taxes, permits, public services).

- Current or willingness to become certified notary public (Paid by the Town).

REQUIRED LICENSES/CERTIFICATES

None

WORKING CONDITIONS

- Work is performed in an office setting.

- Primarily seated for extended periods; however, does include walking, bending, and carrying items less than 20 lbs.

Pay: $40,893.00 - $46,314.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person