Job Description: Financial Clerk
Village of Cloudcroft, New Mexico
Position Title: Financial Clerk
Location: Cloudcroft, NM
Population Served: Approximately 750
Employment Type: Full-Time
Salary: Competitive, based on experience
Application Deadline: May 15, 2025
Job Summary
The Village of Cloudcroft, a picturesque mountain community in New Mexico with a population of approximately 750, seeks an experienced, detail-oriented and organized Financial Clerk to manage the Village’s financial operations. The Financial Clerk will be responsible for maintaining accurate municipal financial records, processing transactions, and ensuring fiscal compliance with local, state, and federal regulations. This role requires proficiency in MIP/Abila software; the Village’s designated accounting system, to manage fund accounting and financial reporting for municipal operations. The ideal candidate will thrive in a small, close-knit community environment and must uphold the highest standards of integrity and accountability.
Key Responsibilities
Financial Recordkeeping
Maintain and update all financial records using MIP/Abila software, including general ledger entries, accounts payable, accounts receivable, and payroll.
Reconcile bank statements monthly and resolve discrepancies in accordance with Village Standard Operating Procedures.
Ensure proper documentation and filing of all financial transactions for audit purposes.
Accounts Payable and Receivable
Process vendor invoices, issue payments, and track expenditures within MIP/Abila software.
Record and deposit revenue from village services, permits, and other sources.
Follow SOPs to verify purchase orders, obtain necessary approvals, and ensure timely payment to vendors.
Payroll Administration
Process bi-weekly payroll for village employees using MIP/Abila payroll module, ensuring accurate calculation of wages, benefits, and deductions.
Maintain employee payroll records and ensure compliance with tax withholdings and reporting requirements per SOPs.
Budget Support
Assist the Village Clerk/Administrator in preparing the annual budget by inputting data into MIP/Abila and generating financial reports.
Monitor applied-to-actual budget performance and provide updates to village leadership as requested.
Financial Reporting
Prepare monthly, quarterly, and annual financial statements using MIP/Abila software in accordance with Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines.
Assist with the annual audit process by providing reports and documentation as outlined in Village SOPs.
Compliance and Internal Controls
Adhere to SOPs for daily reconciliation of cash receipts and deposits.
Ensure compliance with state and federal regulations, including timely submission of tax forms and payments and grant-related financial reports.
Safeguard Village assets by following internal control procedures outlined in SOPs.
Customer Service
Respond to inquiries from residents, vendors, and village staff regarding billing, payments, and financial matters.
Provide backup support for utility billing and collections as needed.
Software and Technology
Utilize MIP/Abila software for all financial transactions, reporting, and fund accounting specific to governmental operations.
Troubleshoot basic software issues and coordinate with MIP/Abila support for advanced technical assistance.
Qualifications
Education: associate or bachelor’s degree in accounting, finance, or a related field preferred.
Experience: Minimum of 2 years of experience in bookkeeping, accounting, or a related financial role. Experience with municipal accounting and MIP/Abila software is highly desirable.
Skills:
Proficiency in MIP/Abila software (training provided as needed).
Strong understanding of basic accounting principles and financial procedures.
Excellent attention to detail and organizational skills.
Ability to work independently and manage multiple priorities in a small office environment.
Proficiency with Microsoft Office (Excel, Word) and general computer literacy.
Personal Attributes: Trustworthy, dependable, and able to maintain confidentiality of sensitive financial information.
Certifications: Certification in public finance or accounting (e.g., Certified Government Financial Manager) is a plus but not required.
Working Conditions
The Financial Clerk will work in the Village office, a small office setting, with regular interaction with Village staff, elected officials, and residents.
Occasional evening attendance at Village Council meetings may be required to present financial reports.
Standard Operating Procedures (SOPs)
The Financial Clerk will adhere to the following SOPs (to be detailed in the Village of Cloudcroft Financial Manual upon hire):
Daily Operations: Perform daily cash reconciliation, update MIP/Abila with transactions, and secure financial documents.
Transaction Processing: Obtain dual authorization for payments over $500, verify all invoices against purchase orders, and log transactions in MIP/Abila within 24 hours.
Month-End Close: Complete bank reconciliations, post adjusting entries, and generate financial reports in MIP/Abila by the 10th of each month.
Audit Preparation: Compile all required documentation (e.g., receipts, ledgers, bank statements) in MIP/Abila per the annual audit checklist.
Data Security: Back up MIP/Abila data weekly and store physical records in a locked filing cabinet daily.
How to Apply
Please submit a resume, cover letter, and three professional references to:
Village of Cloudcroft
Attn: Village Clerk/Administrator
PO Box 317, Cloudcroft, NM 88317
Or email to: ccvillageclerk@cloudcroftvillage.com
The Village of Cloudcroft is an equal opportunity employer. We value diversity and encourage all qualified individuals to apply.