Job Description

Job Summary

The Township Office Manager/Bookkeeper is the only full-time position at the Town of the City of Galesburg that is divided between the Assessor's Office and the General Assistance Office. The Office Manager/Bookkeeper is responsible for computing, classifying and recording all financial transactions to ensure the financial records of the township are accurate. The Office Manager/Bookkeeper performs routine financial calculations, general ledger duties, pays the bills, processes payroll, prepares monthly financial reports and serves as the Human Resource Designee for all employees and officials paid by the Town of the City of Galesburg. In addition, serves as a back-up Caseworker.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Operates computer program with accounting software to record all the financial transactions of the Township.

2. Processes all the accounts payable for the Assessor's Office, Corporate Township, General Assistance Office, Social Security/Medicare Fund, IMRF Fund, Liability Fund and Audit Fund.

1. Checks figures, posting and documents for correct entry, mathematical accuracy and proper codes.

2. Receives, records and deposits cash, check and vouchers.

3. Receives and redistributes property tax revenues and ensure all monies collected are allocated to correct accounts.

4. Maintains multiple accounts at multiple banking institutions. Coordinates wire transfers between banks on a regular basis.

5. Classifies, records and summarizes numerical data to compile and keep financial records, using computerized journals and ledgers.

6. Complies with federal, state and company policies, procedures and regulations.

7. Compiles statistical, financial, accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.

8. Reconciles bank statements for all six of the Township accounts every month and prepares monthly reports for the Supervisor and Assessor.

9. Prepares budget projection spreadsheets and worksheets for the Supervisor, Assessor and Trustees during annual budget planning.

10. Coordinates and prepares for annual audit of finances.

11. Prepares Annual Supervisor Statement of Financial Affairs for six accounts.

12. Maintains inventory logs for both the Assessor's Office and General Assistance Office.

13. Submits bills to Executive Secretary at the City of Galesburg to ensure Town Bills are promptly received for approval on semi-monthly agenda.

14. Communicates and coordinates with the Town Clerk to ensure the tax levy ordinance, budget appropriations and all publications and required submissions are completed accurately and on time.

15. Serves as a liaison with the Benefits Coordinator at the City of Galesburg to pass along inquiries as needed and ensure accuracy of information regarding health plan changes are shared with staff in a timely manner.

16. Administers the payroll and benefits function for the township in compliance with federal regulations, state regulations and township policy.

17. Verifies payroll correctness and direct deposits of employee compensation. Distributes semi-monthly direct deposit advices.

18. Processes quarterly and annual payroll tax reports.

19. Performs year end payroll responsibilities including W-2 verification and distribution.

20. Prepares required Social Security payroll reporting and 1099 reports by required deadlines.

21. Administers the township benefit plans including enrollments and terminations. Processes required documents through payroll and insurance providers to ensure accurate record keeping and proper deductions.

22. Prepares and maintains employee files and benefit time; Assists retiring employees with benefit separation paperwork.

23. Serves as an IMRF Authorized Agent Assistant for the employee pension plan and processes all deposits into the ICMA Deferred Compensation plan.

24. Distributes all benefit enrollment materials and responds to benefits inquiries from Supervisor, Assessor and all township staff.

25. Assists Supervisor and Assessor with creation and maintenance of employee handbooks, personnel policies and job descriptions, upon request.

26. Communicates with the Supervisor and Assessor any, and all, discrepancies or irregularities found in the any/all above duties.

27. Manages the Township building for all maintenance needs.

28. Hires & supervises part-time General Assistance staff.

29. Assists with general operations in the running of the office of General Assistance: answering phones, doing intakes for callers seeking assistance, providing referrals, liaison with City staff, liaison with local agencies.

30. Provides casework, as needed and fills in for caseworker when out of office for illness, vacations.

31. Prepares monthly statistical reports which includes new cases, reopened cases, closed cases, and denied applications.

Personal Effectiveness/Credibility (Must be bondable). Discreet, able to handle confidential information appropriately. Demonstrated math and accounting software skills. Associate's Degree and at least 3 recent years of payroll/bookkeeping experience Advanced computer skills to include data entry, Word, Excel and accounting software. Excellent/professional verbal and written communication skills. Ability to interact and communicate with staff, supervisors, elected officials and the public. Strong initiative and ability to anticipate issues proactively.
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Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance
Work Location: In person