Accounting Specialist/Treasurer at Borough of Myerstown in Myerstown, Pennsylvania

Job Description:

ACCOUNTING SPECIALIST/TREASURER

EMPLOYER: BOROUGH OF MYERSTOWN, LEBANON COUNTY, PA

JOB TITLE: ACCOUNTING SPECIALIST/TREASURER

APPOINTED POSITIONS: BOROUGH TREASURER

DEPARTMENT: ADMINISTRATION

REPORTS TO: BOROUGH MANAGER

FLSA STATUS: FULL-TIME, NON-EXEMPT

Position Summary

The Accounting Specialist/Treasurer is a pivotal role within the Borough of Myerstown, serving as the financial cornerstone for both the borough and its municipal wastewater utility. Under the Borough Manager’s direction, this position blends statutory Treasurer duties with comprehensive accounting responsibilities, ensuring accurate financial records, regulatory compliance, and effective fund management for borough operations and wastewater utility funds. Leveraging tools like QuickBooks and ADP, the incumbent oversees payroll, benefits, tax compliance, and disbursements with precision, supporting Myerstown’s vibrant community of 3,000 and its wastewater infrastructure. This role offers a unique opportunity for a detail-oriented, proactive professional with a passion for public service to drive operational success across dual domains.

Key Responsibilities

1. Borough Treasurer Statutory Duties (PA Borough Code § 1106)

• Receive and promptly deposit all funds for the borough and wastewater utility (transferred from the water authority) into designated accounts, ensuring accurate recording in QuickBooks. 
• Disburse funds as authorized by Borough Council and approved by the Borough Manager, maintaining precise accounts of borough and utility transactions. 
• Maintain distinct, accurate records of all revenues (e.g., taxes, fees, utility transfers) using QuickBooks, accessible to Council, the public, and auditors upon request. 
• Submit annual accounts to auditors, resolve discrepancies, and preserve records for the borough and wastewater utility.
• Prepare and deliver monthly Treasurer’s reports and financial summaries for Council meetings, reflecting borough and utility finances.

2. Financial Management and General Ledger

• Manage and reconcile bank accounts for the borough and wastewater utility using QuickBooks: process deposits, withdrawals, and transfers; balance accounts; and monitor investments, recommending optimization strategies (e.g., CDs). 
• Maintain the general ledger in QuickBooks: code and enter transactions, including wastewater utility transfers, complete monthly journal entries (e.g., interest, adjustments), and reconcile accounts across all funds, including General Fund, Wastewater Fund, and Liquid Fuels Fund. 
• Ensure compliance with regulatory guidelines (e.g., PennDOT, DEP) for specific funds, closing accounts at fiscal year-end. 
• Prepare financial reports and supporting documentation (general and utility-specific) using QuickBooks and Excel; assist the Borough Manager with budget preparation, monitoring, and analysis for both entities. 
• Uphold generally accepted accounting principles (GAAP) across all financial activities.

3. Accounts Payable, Receivable, and Invoicing

• Process accounts payable: verify invoices with staff, assign budget codes, generate checks, and mail payments from appropriate borough or utility funds, recording in QuickBooks. 
• Manage accounts receivable: collect and record borough revenues (e.g., taxes, permits), deposit checks, create invoices for borough services/leases/contracts, and follow up on overdue accounts using QuickBooks; receive and record wastewater utility funds transferred from the water authority.

4. Payroll and Benefits Administration

• Process bi-weekly payroll for borough and utility staff using ADP: verify timesheets, enter data, execute direct deposits, and prepare quarterly tax reports and year-end forms (e.g., W-2s). 
• Administer benefits: coordinate health insurance (enrollments, COBRA, claims), pension contributions (bi-weekly deposits, valuation data), and quarterly HSA deposits; ensure accurate employee data via ADP and QuickBooks. 
• Track benefit expenses, allocate funds, and provide budgeting data for both entities. 
• Complete workers’ compensation filings.

5. Tax Compliance and Reporting

• Prepare 1099 forms; reconcile tax collector reports (real estate, earned income, local services) with the general ledger in QuickBooks; post tax receipt journal entries. 
• Assist with filing municipal reports (e.g., Liquid Fuels Tax Forms, PURTA RCT-900, Statements of Financial Interest).

6. Audits and Records Management

• Assist CPA with annual audits for borough and wastewater utility funds using QuickBooks/ADP data; prepare records and resolve auditor inquiries. 
• Organize and store financial/HR records per retention laws, ensuring accessibility and confidentiality for both entities. 
• Assist with Right-to-Know requests by researching and providing financial information.   

7. Administrative Coverage and Support

• Provide backup for administrative staff during absences or peak workloads: handle inquiries, payments, and visitor interactions during absences.

8. Personnel and Seasonal Pool Support

• Manage onboarding for new borough and utility employees, including legal obligations, benefits enrollment, and payroll/taxes via ADP.
• Support pool staffing: recruit/interview candidates, coordinate ADP onboarding, assist with hiring, training, and background checks; prepare pool sales tools (concessions/admissions).

9. Professional Development

• Attend training/workshops/webinars to maintain proficiency in QuickBooks, ADP, and Treasurer duties for borough and utility finance.

Qualifications

The Accounting Specialist/Treasurer role in the Borough of Myerstown demands a blend of practical experience, technical expertise, and interpersonal strengths to support both the borough’s operations and its municipal wastewater utility. We seek a dedicated professional eager to manage a diverse and impactful workload, ensuring financial stewardship for our community and its essential services.

• Education/Experience:
  An associate’s degree in accounting, finance, or a related field is preferred, though a high school diploma or equivalent with significant experience (e.g., 5-7 years in bookkeeping, ideally municipal) is acceptable. A bachelor’s degree or CPA certification is a plus but not required. Experience in government finance, particularly in small municipalities or utility operations, is highly valued, as is familiarity with managing finances under resource constraints.
• Knowledge:
  Thorough understanding of municipal accounting principles, including fund accounting (e.g., General Fund, Liquid Fuels, Wastewater Fund), budgeting, and compliance with the Pennsylvania Borough Code (e.g., Treasurer duties under § 1106). Proficiency in payroll processes, office administration, and financial reporting for both borough and utility functions is essential. Expertise in QuickBooks for accounts payable, receivable, invoicing, and fund management, and in ADP for payroll processing, is required. Working knowledge of Microsoft 365 (e.g., Excel for spreadsheets, Word for reports, Outlook for communication) is necessary to support daily operations and reporting tasks.
• Skills:
  Strong computer operation, including QuickBooks, ADP, and Microsoft 365, paired with exceptional organizational skills to juggle multiple deadlines (e.g., payroll, tax filings, reports). Excellent customer service skills to engage with residents, vendors, and staff, often under pressure from frustrated callers or in-person visitors. Ability to perform mathematical calculations (e.g., percentages, fund allocations) and proofread financial data with precision to ensure accuracy in records and reports for both borough and wastewater operations. Effective communication skills, both verbal and written, to explain financial details clearly to diverse audiences, from Council members to utility stakeholders.
• Abilities:
  Work independently with minimal supervision to manage daily financial tasks, yet collaborate seamlessly with a small administrative team, other borough departments (e.g., public works, wastewater utility), and external entities (e.g., auditors, banks, water authority). Prioritize and adapt to shifting demands, such as urgent invoice disputes, utility account issues, or audit prep, while maintaining composure. Apply deductive and inductive reasoning to resolve complex financial issues (e.g., reconciling tax or utility reports, troubleshooting QuickBooks entries). Exhibit patience and tact when handling inquiries or complaints from upset customers, upholding financial integrity and public trust through transparent, ethical conduct. Manage sensitive data confidentially and maintain organized records per retention laws for both borough and utility functions.

Working Conditions

• Environment: The Accounting Specialist/Treasurer works in an office at the Myerstown Community Center, using computers, phones, and financial software (QuickBooks, ADP) in a digital setting with both digital- and paper-based processes. The role involves prolonged sitting and keyboard use, with frequent interruptions from calls, staff, or visitors. 
• Schedule: Standard hours are Monday–Friday, 7:30 AM–4:00 PM, with a 30-minute unpaid lunch break (40-hour workweek). One evening Borough Council meeting per month (typically the second Tuesday) requires attendance, and occasional community events (e.g., pool season support) may need minor flexibility. 
• Interactions: Regular inbound calls from stakeholders address financial inquiries, payments, and account clarifications for borough and utility matters (e.g., utility fund transfers), while occasional outbound calls to external parties, verify invoices or resolve discrepancies. Frustrated customers may arise during these interactions or in-person visits—often over taxes, fees, or utility questions—requiring patience and professionalism. The role collaborates closely with a small administrative team, borough departments (e.g., public works, wastewater), and external partners (e.g., auditors, banks, water authority). 
• Demands: Work is largely self-directed under the Borough Manager’s oversight, balancing independent tasks with team support, thriving on organization, resilience, and a calm demeanor. No supervisory responsibilities are required.

Compensation and Benefits

• Wage: Starting hourly rate of $18–$26, commensurate with experience and qualifications (subject to annual review).
• Health Insurance: Comprehensive medical, dental, and vision coverage through the Pennsylvania Municipal Health Insurance Cooperative (PMHIC) via Capital BlueCross. Employer-sponsored Health Savings Account (HSA), with contributions provided by the Borough. Employees share a modest portion of premiums via payroll deduction.
• Life Insurance: Basic life and accidental death & dismemberment (AD&D) coverage, fully Borough-funded, with optional additional coverage at employee expense.
• Retirement: Enrollment in the Borough’s Non-Uniformed Employee Pension Plan with a Borough contribution based on earnings, vesting over time. Optional participation in a 457(b) plan for pre-tax retirement savings with tax-deferred growth.
• Paid Time Off: Personal and sick leave are provided annually, as well as vacation leave based on years of service, with increasing accrual rates for longer tenure. Employees also receive nine paid holidays per year.
• Additional Perks: Funding for professional development (e.g., training, workshops) and a stable, community-focused work environment.

TO APPLY: Please submit a completed job application, accompanied by a letter of interest and resume, via email to info@myerstownpa.org, or by mail or in person to 101 S. Railroad St., Myerstown, PA 17067.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by a person assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required to perform the job.

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