Financial Department

Financial Department Daily Responsibilities

• Process Accounts Payable Bi-weekly
• Open, date and stamp incoming mail
• Distribute mail to department head for approval and coding
• Once department head approve with signatures, enter and post bills into software
• Select bills for payment and print AP checks and various required documents for Auditing purposes
• Prepare AP manifest for selectmen’s signatures
• Give Treasurer copies of check registers and signed manifests
• Obtain treasurer’s signature on checks and mail checks
• File paid bills
• Obtain taxpayer identification information and insurance for new vendors
• Load postage machine with postage as needed
• Maintain/troubleshoot postage machine and supplies
• Assist employees with the postage meter as needed
• Research vendor discrepancies
• Analyze more than 600 expenditure & Revenue accounts 
• Create and maintain vendor database regarding W-9 and liability insurance coverage
• Provide Public with Assessment Cards, Maps, etc.
• Maintain current employee listing
• Collect , Review and code timesheets weekly
• Process payments Semi-Annual for elected officials
• Provide to Public Various Forms: Abatements, Permits, WF Assistance, Timber Tax, Elderly and Veterans Credits.

Human Resources

• Provide W-4, I-9, medical/dental, LTD/STD, & flexible benefits plan paperwork to new hires
• Request and Process with State background checks for volunteers, sports programs & new employees
• File documents in employee folders

Finance

• Assist auditor's in annual audit
• Pull requested AP paperwork for audit and file when finished with review
• Provide assistance to employees and citizens as needed
• Run Expenditure report detail 
• Provide Finance Director duties when Director is unavailable
• Process revenue checks in special circumstances (AP refunds, reimbursement checks, etc)
• Process Timber Tax & Excavation Forms and Compute Taxes thereon
• Track inventory of supplies and order accordingly
• Process PA-7 & PA-8 Intents to Cut and Reports of Cut
• Process PA-38 & PA-39  Intents to Excavate and Reports of Excavation
• Work with 911 to obtain 911 addresses for new properties
• Assist in Current Use Applications & follow up
• Answer phone, distribute and handle incoming calls
• Process Forms PA-34, match to deeds, pick up deeds from County and record deed data into Avitar
• Update Avitar for address changes
• Mail out bid letters and collect responses
• Receive and distribute inquiries from Website and follow up on responses
• Provide secretarial / administrative assistant support to Town Administrator and others as needed
• End of year file management

Bookkeeper

• Accounts Payable
• Print, distribute and file annual tax form's 1099-MISC, 941 and w-2's
• Allocate charges for large vendors (ie copier, electric, phone, health benefits, retirement)
• Monitor many online bank accounts
• Provide annual spreadsheet of propane and heating oil usage for bid pricing
• Research vendor discrepancies
• Analyze expenditures accounts 
• Reconcile accounts with funds received
• Create and maintain vendor database regarding W-9 and liability insurance coverage
• Provide departments with expenditure details for budgeting purposes
• Create Budget for Budget season and upload into accounting software once approved
• Enter reports into Dept. of Revenue portal through-out the year and after town meeting

Payroll

• Calculate monthly NH Retirement employer contribution and manually create EFT payment. 
• Prepare biweekly NH Retirement reconciliation
• Enter NH Retirement data online
• Submit NH Employment Security information for new hires and quarterly reporting
• Maintain current employee listing
• Maintain and update payroll files and data (paper and software)
• Collect timesheets biweekly
• Review, correct, tally and code timesheets
• Create summary for each Police timesheet and attach to timesheet
• Enter payroll data into BMSI and process payroll checks, print various payroll reports
• Process payments Semi-Annual for elected officials
• Submit direct deposit information to bank bi-weekly
• Process payroll taxes, child support payments, garnishment payments, etc
• Print payroll checks and prepare timesheets for signatures
• Process and distribute paystubs to employees
• Write general ledger entry to record payroll taxes
• File payroll timesheets and payroll run
• Alert employees to changes in their deduction amounts (ie insurance, etc)
• Enter the payroll run to the General Ledger
• Compute and file quarterly federal tax form 941
• Compute quarterly NH Employer tax and wage report
• Enter wage information online for NH Employment Security
• Provide payroll & employment data for worker’s comp claims, employment verifications, etc
• Prepare, distribute and file annual federal tax form W-2, W-3
• Maintain spreadsheet of vacation and sick benefits (used and available hours)
• Provide Police department with annual hours worked for PT officers
• Create & update spreadsheet with current wage information used in compensation analysis
• Calculate back pay after assignment of raises
• Process payment of back pay to employees
• Process unemployment information requests

Human Resources

• Provide W4, I-9, medical/dental, LTD/STD, & flexible benefits plan paperwork to new hires
• Process health insurance and LTD/STD enrollment paperwork with HealthTrust, LLC
• Analyze and reconcile the health insurance account
• Provide NH Retirement enrollment forms
• Submit NH Retirement paperwork to NH Retirement
• Assist employees with health insurance questions, inquiries
• Answer employee questions regarding benefits according to the personnel policy
• Provide and submit employee changes to the health insurance and LTD/STD coverage
• Process insurance paperwork when an employee is on short-term disability
• Update and renew the property & liability insurance, workers comp. insurance annually

Finance Assistant

• Provide assistance to Finance Director as needed
• Assist in annual audit
• Pull requested payroll files for audit and file when finished with review
• Reconcile accounts payable totals in the general ledger
• Reconcile Funds account
• Submit Worker’s Compensation claims if Finance Director is unavailable
• Provide wage census data for US Census and submit paperwork
• Assist Finance Director with FEMA paperwork
• Provide assistance to employees and citizens as needed
• Run Expenditure report detail as requested
• Provide Finance Director duties when Director is unavailable
• Collect cash and checks, prepare Selectmen deposits and book into the system
• Upload tax collector, town clerk, transfer station and Select Board deposits into accounting software system
• Invoice vendors for police special detail work

Other Duties

• Maintain Town’s website with all information
• End of year file management
• Create & Manage Town Report Creation, send to print company and make sure they are available for town a week before town meeting