Job Description
Job Title: Clerk II-Accounts Payable Clerk
SUMMARY
Under the supervision of the CountyClerk, the Accounts Payable Clerk is a nonexempt position under FLSA that performs responsible clerical and accounting duties in maintaining the accounts payable for Rice Countyand duties following established methods and procedures. The employee in this position enters information into the computer to generate proper checks and related reports concerning accounts payable. The employee is responsible for entering required data and producing appropriate reports. Work is performed under the general direction of the County Clerk, but the employee has considerable latitude for independent judgement and initiative following prescribed policies and procedures.
ESSENTIAL FUNCTIONS
- Processes weekly payables by coding and entering the amounts into the computer, checking the input and running the necessary reports. Prints checks and balances reports. Does record keeping for the backup and for the audit processes. Checks and codes all vouchers for payment. Also prepares invoice deductions notices, as necessary. Works with all departments in the coordinating and payment of invoices.
- Answers vendor inquiries. Analyzes vendor accounts and negotiates extended terms with vendors when cash is restricted. Assists in monthly closings. Assists with special projects as necessary. Researches vendor accounts for discrepancies.
- Prepares invoices to other agencies for shared expenses.
- Prepares 1099-MISC documents annually and mails to vendors. Prepares IRS documents.
- Processing daily deposit and balancing to receivables journal.
- Maintains postage system including beginning and ending daily process, running daily reports, delivering mail to the post office, monitoring all maintenance issues. Responsible for all accounting procedures including ordering postage as needed and programming and maintaining department account changes. Assists employees with postage matters when they have problems and assists with training and clarifying postage procedures.
- Monitors and orders supplies as needed while working with other county offices, the townships, school districts, cities, or other taxing districts on any bulk purchases advantageous to the County.
- Uses software to produce correspondence reports, tables, financial schedules, etc., from rough drafts and edits grammar, punctuation or spelling.
- Responds to routine inquiries from telephone callers and visitors, redirecting calls or providing routine information requiring a detailed knowledge of department functions.
- Greets internal and external customers providing service at the office counter as needed.
- Prepares and stores various documents on the Imaging/Indexing system for record retention requirements.
- Performs other duties and assignments as assigned.
- Is responsible for fixed assets accounting and assignment of a life cycle to the equipment. Ensures that depreciation is accurate and prepared the appropriate reports.
- Prepared cereal malt beverage license renewal notices. Upon requirement completion, issues new license annually. Prepares stamp report on a quarterly.
- Enters all records in their permanent bound book.
MARGINAL FUNCTIONS
Assists with pre-election, election day and post-election responsibilities as needed.
Assists in the updates names/addresses as needed to maintain an accurate Tax Roll.
Assists in budget and taxation preparation.
Assists in the sale of Wildlife and Park licenses and moving permits.
Assists in the preparation of Homestead Refunds.
Assists in the filing of all documentation.
KNOWLEDGE, SKILLS, AND ABILITY
Thorough knowledge of accounting, office procedures and mathematics. Computer data entry skills, knowledge of Excel, Word and basic Access knowledge required.
Knowledge of computer system applications and system backup procedures are necessary.
Knowledge of laws regarding voter registration and elections, sale of fishing and hunting licenses, Rice County policies for payables and procedures for handling public inquiries.
Good interpersonal skills, oral and written communication skills are necessary.
Ability to operate a computer, CRT, calculator, postage machine and other office equipment.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to calculate figures and amounts such as discounts, interest, commissions, situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
EXPERIENCE AND/OR EDUCATION
Minimum of four years of related experience; OR a bachelor’s degree; OR equivalent combination of education and experience.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop; kneel; crouch; or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
