The Town of Middleton is HIRING for the Selectmen's Secretary/Bookkeeper position

August 22, 2023

Job Description

Administration Department

**Administrative Assistant/Bookeeper\

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General Position Description:  The Administrative Assistant provides hands-on accurate financial tracking, oversight, and internal controls of the fiscal records, financial systems of the Town, and cash management.  This position works cohesively with the Town Treasurer and Trustees of the Trust Funds concerning specific accounts.  Works independently and interactively with the Town departments, to assist and provide support services for financial management including significant budget development assistance.  Additionally, administer, maintain, and monitor all human resource functions such as employee benefit programs, insurances, and benefit administration.  This job description is meant to be illustrative and is in no way all-inclusive.  It shall be used as a tool or guide in the job performance of the employee it applies to.

Equipment Used:  Computer hardware, calculator, photocopier, fax machine, postage machine, shredder, telephone, and all other general office equipment.

Duties and Responsibilities:  Except as specifically noted, the following functions are considered essential to this position and are indicative of the duties and responsibilities associated with the position, but are not intended to be all-inclusive.

1.     Accurate financial tracking, oversight, and internal controls of the fiscal records, financial systems of the Town, and cash management to include review of monthly transactions and financial statements. 2.     Monthly reconcilliation, internal and external financial oversight, and reporting requirements to include the General Fund, revolving funds, petty cash accounts, and other accounts held by the Town. 3.     Process all NHRS reports, payments vouchers, withholdings, reconciliations, employer liability requirements, etc. Work with NHRS to resolve any file submission issues. 4.     Coordinate and assist with the annual budgeting functions with each budget, confirming financial line item request calculations. 5.     Prepare all employee benefit projections for the annual budget proposals. 6.     Coordinate the annual audit and assist the auditors with support and information requests. 7.     Coordination of fund input/output with the Town Treasurer and Trustees of Trust Funds concerning applicable accounts. 8.     Prepare quarterly 941 reports. 9.     Process quarterly unemployment reports. 10.  Process all employee forms required by the State of NH and the Federal Government such as W-2’s, 1095C’s, etc. 11.  Manage all facets of HR functions including benefit administration, health programs, benefit accruals, ACA reporting, new employee onboarding, short-term disability claims, workers compensation reporting, property liability claims, FMLA, and compensated leave time accruals. 12.  Bi-Weekly payroll preparation, input, and processing. 13.  Account payable and accounts receivables. 14.  Process mail to appropriate departments 15.  Process invoices for BOS approval for payment 16.  DRA requirements such as MS reporting forms and uploading required documents into the tax rate setting portal. (MS434, MS737, MS232 etc.) 17.  Calculate and input, revenue deposits (town clerk and tax). 18.  Prepare various financial reports for the Board of Selectmen as needed. 19.  Provide communications and direction on reporting or financial procedures with the Town departments. 20.  Update financial procedures as needed. 21.  Attend Budget Committee meetings, various Selectmen’s meetings, and others as needed. 22.  Remain cognizant on all financial and employee statute amendments concerning NHRS, and FLSA, etc. 23.  Attend all necessary training and seminars provided by insurance vendors, the NH Municipal Association, and other associations. 24.  Reconcile monthly employee health, dental payments and Aflac with town liabilities. 25.  Process, manage, and maintain complete confidential records for workers comp claims, short-term disability filings, and pay rates. 26.  Make recommendations to the Board of Selectmen on amendments to the Personnel Policy, employee forms, procedures, and documents, etc. 27.  Prepare annual town report with all necessary required documents. 28.  Maintain a high degree of confidentiality on all issues. 29.  Perform other duties as requested or directed.

Support: Provide support to the Board of Selectmen, department heads, employees, and boards.  Assist the public and vendors as needed or required.

Financial Data:  Extensive knowledge in accounting, fund accounting, and financial practices.  Problem solving, including providing recommendations to reduce costs and maximize efficiency.

Computer Operation:

Various financial software programs


Sage-Accounts Payable

Microsoft Suite


Primex Portal

Other Considerations and Requirements:  In addition to the General Ledger, maintain all transactions, invoices, and revenues for Police Detail, Ambulance Revolving and all Capital Reserve Accounts.  

Schedule:  Hours as defined.   Evening meetings required.  Additional hours required during the annual budget season or for large projects, emergencies, if and when needed or directed.

This is a full-time, benefit-eligible position of 40 hours, flexible workweek. The current starting salary for this position is $45,760-52,000 depending on qualifications and experience.

Please mail your resume and application to the Town of Middleton, Attn: Selectmen’s Office, 182 Kings Highway, Middleton, NH 03887 or email it to with a cover letter.

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