OFFICE MANAGER/PRINCIPAL BOOKKEEPER - Cannot be filled until 5/26/2026

Job Description

Under the direct supervision of the Library Director, the Office Manager/Manager/Principal Bookkeeper performs a variety of posting, checking, recording, matching, reconciling, filing and other clerical and bookkeeping activities pertaining to the receipt and payment of funds, processing of payroll, purchase orders, vendor invoices and the posting and balancing of ledgers.

Primary Elements

• Counts, posts and processes cash receipts to ledgers according to type of funds and prepares for deposits. Prepares next-day operating cash and schedule of payments to City Treasurer by accounts. Records receipts of cash donations and notes donor information.
• Maintains operating budget records. Records and tracks expenditures and receipts. Ensures that fund transfers are made and recorded by sources of funds. Periodically audits accounts.
• Schedules City invoices for payment and applies vendor numbers. Matches purchase orders and invoices. Inputs verified date into City and Library systems.
• Prepares purchase orders for goods and services, obtains authorizations, encumbers funds by accounts and submits requisitions for processing. Matches accounts payable and vendor invoices to purchase orders/receipts and processes, verified information and purchase order terms and conditions, prices, quantity, discounts and other items. Investigates and resolves discrepancies. Responds to vendor and other inquiries. Checks vendor and other statements for current status.
• Issue checks for lost books returned, petty cash and completed purchases.
• Records and/or files invoices, purchase orders, canceled checks, correspondence and other documents.
• Maintains Library trust fund accounts, including making deposits and reconciling statements.
• Processes Library payrolls. Collects time slips. Records regular and overtime work hours, special leave, vacation, and other time off, pay adjustments and inputs data for processing.
• Balances and checks various bank statements and accounts.
• Prepares and generates a variety of financial reports and records.

Secondary Elements

• May assist in answering Library financial questions.
• Attend and participate in Department and other meetings and special events.
• Follows and adheres to department, City, and other government rules, regulations, policies and procedures.
• Performs other related duties as required.

Knowledge, Ability and Skill: Associates Degree and three to five years related experience and/or training or equivalent combination of education and experience.

Knowledge: Knowledge of general accounting, statistics and clerical office procedures and the operation of office equipment such as personal computers and computer software.

Ability: Ability to read and interpret documents such as routine reports and procedures manuals. Ability to write routine reports and correspondence. Ability to present information effectively, which may require considerable tact, to visitors, customers or employees of the City. Ability to solve practical problems and deal with a variety of concrete variables in situations within the limits of established policy. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Skill: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to apply concepts of basic algebra. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

A strong commitment to public service required.

Work is performed under typical office conditions; the noise level is quiet to moderate at most times. Essential functions are regularly performed without exposure to adverse environmental conditions.

Operates computers, printers, facsimile machine, copier, calculator, telephone and standard office equipment.

Has frequent contact with other City departments, current employees, and vendors/service providers.

Has access to all department-level confidential information, which requires the application of appropriate judgment, discretion and professional office protocols.

Work requires accuracy, consistent task execution, sound judgment and timely coordination.

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Performance Standard

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

Company Description

THE CITY:


The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.



OUR GOVERNMENT:


Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.



AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing [email protected].

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees