Accounting Assistant

TOWN OF WELLESLEY

MUNICIPAL LIGHT PLANT

POSITION DESCRIPTION

Title:               Accounting Assistant                          Date:   December 2025

Department:   Municipal Light Plant

Division:        Administration                                    Director Approval: ____________________

Grade: EL-2

Salary Range: $62,000 - $87,000

ACCOUNTABILITY OBJECTIVES

The Accounting Assistant reports to the Accounting Manager of the Municipal Light Plant (“MLP”) and is responsible for supporting its financial accounting and administrative functions. Primary duties include using the MLP’s administrative systems to prepare, process, and track utility, accounts receivable, and miscellaneous billing transactions; payments and expenditures; jobbing; inventory; and payroll. Effective and efficient performance ensures that the MLP’s financial records and obligations are accurate and timely and compliant with established accounting standards and procedures.

NATURE OF POSITION

The position requires strict confidentiality, high ethical standards and a strong work ethic.  The incumbent must be trustworthy, respectful, culturally aware, adaptable and capable of maintaining accuracy while working for extended periods with detailed financial information. The Accounting Assistant must be able to concentrate for long periods while using a computer and manage frequent interruptions. The position involves regular interaction with internal staff, vendors and customers, and requires the ability to meet tight deadlines while handling multiple competing priorities.

DIMENSIONS

The Accounting Assistant must possess a solid understanding of accounts payable and accounts receivable procedures, demonstrate a high degree of accuracy in preparing and entering financial data, and consistently maintain confidentiality. The role requires strong interpersonal and team-building skills, along with sound bookkeeping, analytical, and problem-solving abilities. Effective decision-making, clear verbal and written communication, and exceptional attention to detail are essential. The incumbent must also have strong organizational and time-management capabilities, proficiency with computerized accounting systems and Microsoft Office applications—including Excel, Word, and email—and the ability to remain composed and effective in a deadline-driven environment.

KEY RESPONSIBILITIES

• Prepare and process utility, accounts receivable, and miscellaneous billing transactions.
• Verify transactions comply with established financial policies and procedures.
• Enter payments and maintain accurate supporting documentation.
• Maintain and update spreadsheets, vendor files and financial records.
• Identify discrepancies such as missing invoices or duplicate payments.
• Enter and distribute purchase orders.
• Provide backup support for payroll processing.
• Assist with inventory and fleet vehicle management.
• Assist in the preparation of monthly, annual, and ad-hoc financial reports and statements, including budget-to-actual analyses, operational summaries, industry and regulatory compliance reports, and other management and Municipal Light Board reports as required.
• Ensure daily balancing of receipts, deposits, and disbursements in coordination with customer service and billing functions.
• Prepare and post journal entries and assist in the monthly closing process, ensuring accuracy, completeness and adherence to established deadlines.
• Provide daily backup coverage of the MLP’s and Department of Public Works telephone switchboard, answering incoming calls in a timely manner and directs calls appropriately.
• Maintain organized electronic and physical filing systems.
• Ensure the confidentiality and security of all financial and employee files.
• Assist with the MLP’s budget, bids, forecasts and rate analyses.
• Assist in preparing the MLP’s annual financial audit, including compiling and providing supporting documentation and responding to auditor inquiries.
• Collaborate with other departments to resolve financial discrepancies.
• Perform other related duties as required.

MINIMUM QUALIFICATIONS

• Associate degree in Accounting, Finance, or a related field; or equivalent.
• Work experience in accounting or finance, preferably in a municipal, utility, or government setting.
• Understanding of or familiarity with GAAP, GASB, and municipal financial accounting and reporting standards.
• Excellent communication and interpersonal skills and the ability to effectively deal with all levels of personnel within the organization, across Town departments, and the general public.
• Detail oriented and the ability to accurately record and maintain records and meet strict reporting deadlines.
• Excellent organizational skills.

ESSENTIAL JOB FUNCTIONS

TOOLS AND EQUIPMENT USED

Personal computers, including Microsoft Office, word processing and spreadsheet applications; switchboard; telephone; copy and fax machines.

PHYSICAL DEMANDS

While performing the duties of this job, the incumbent is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and to reach with hands and arms. The incumbent is required to stand and talk or hear. The incumbent is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell.

The incumbent must infrequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision; depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The noise level in the office environment is usually quiet.