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Finance Clerk Payroll

General Description

Performs accounting functions relating to accounts payable, accounts receivable, reconciliation of balance sheet accounts, along with the receipting, reconciliation and recordkeeping of revenue and expenditure accounts. Duties include performing a variety of complex accounting and clerical work; applying accepted procedures to the preparation and maintenance of accounting records, transactions, and reports. Maintains the fixed asset records of the Board of County Commissioners (BCC) and the Constitutional Officers. Completes an annual inventory of assets and monitor the controls, procedures, and forms for the recordation of fixed assets. Finance Clerks in Accounts Payable and Payroll are part of the Production-Oriented Career Progression Program. General Ledger and Treasury Management & Capital Assets are part of the Points-Based Career Progression.

Examples of Duties (Essential Functions)

Finance Clerk I
Accounts Payable

Pre-audit review of invoices: non-bid, non-contract matched purchase orders, direct vouchers, and bid-matched purchase orders.
Process emails received from vendors.
Review checks, wires, and ACH payments for accuracy.
Review purchase orders in Munis.
Scan and send received invoices to appropriate personnel.
Track, maintain, and ensure invoices are paid in compliance with the Prompt Payment Act (Chapter 218, Part VII, F.S.).
Verify that capital expenditures and purchase card payments are processed appropriately.
Maintain policies and procedures as needed.

Payroll

Create/prepare FC-1 and send to FRS.
Process 13-week wage statements.
New hire/change/termination/personnel action form processing.
Process direct deposit information and FRS certification.
Process W-4 tax information.
Scanning/indexing documents.
Process Payroll batch deletion requests.
Verify payroll corrections to submit for processing.
Workers' Compensation tracking.
Process and prepare Retro pays.
Understand OT and FLSA/FMLA rules impacts.
Proficiency with reviewing payroll for routine departments with shift differentials, regular overtime, or other irregular processes.
Approve employee expense requests.

General Ledger

Docket registry checks to CLERICUS.
Input invoices/vouchers to Munis.
Input jury/witness payments to Jury Witness System.
Audit and review basic/routine journal entries, logs, and receipts.
Process CSE am and CSE pm (daily).
Process daily interface from tax deed cashiers.
Prepare DOCs and intangibles weekly payment(s).

Treasury Management & Capital Assets

Process and analyze and bank activity.
Prepare and send communications to various personnel.
Review and process inventory.
Process journal entries.

Finance Clerk II
In addition to the tasks of a Finance Clerk I:

Accounts Payable

Order office supplies and process requisitions
Prepare the expenditure approval/specific approval documents
Review BCC agenda items related to financials, funding, contracts, and agreements.
Review information information for proper processing of 1099s.
Process returned checks.

Payroll

Process deferred compensation
Process union dues documents and payments for various agencies
Process bank returns and notifications of changes.
Process employee expense reimbursements.
Prepare prenote file.

General Ledger

Prepare sales tax payment and process necessary reporting.
Process unclaimed funds.
Process daily interfaces from various receipting systems.
Reconcile suspense account & other basic subledgers.
Audit and review budget amendments.
Review and post various cash receipting batches.
Review and process information related to vendor onboarding.

Treasury Management & Capital Assets

Process and track dishonored checks.
Add and dispose of various assets.
Process debt related transaction..
Run depreciation (monthly).
Look up check requests and process stop payments.
Review paid invoice report.
Create requisitions in Munis

Finance Clerk III
In addition to the tasks of a Finance Clerk I and II:

Accounts Payable

Review employee expense claims.
Print checks, wires, and ACH payments.
Process void checks.
Process void invoices.
Review and process stale-dated checks.
Train and develop new teammates.
Process stop-payment requests.
Maintenance of various pay registers.
Process maintenance requests related to documentation submitted via ERP.

Payroll

Audit and reconcile all payroll and deduction liability accounts.
Thorough understanding of year-end W-2 processing, verification, and distribution (perform in test/train); end-of-year W-2/W-3 IRS filing.
Understand and prepare journal entries as needed; be able to explain/support.
Payroll and deduction check printing, payroll balancing, and reconciliation.
Develop, manage, and maintain comprehensive payroll files, reports, and records.

General Ledger

Review complex journal entries, logs, and receipts.
Reconcile various over/short accounts.
Process ACH refunds/
Develop and maintain various reconciliations.
Prepare and process various payments.
Prepare and maintain change and petty cash forms

Treasury Management & Capital Assets

Complete simple bank reconciliations for bank accounts.
Verify debt payments and ensure prompt payment
Prepare asset inventory, reconciliation, and updates
BCC Agenda review for capital assets, service agreements, and leases.
Work up additions and disposals for capital asset input.
Record and reconcile land purchases, dedications, and donations for capital assets.
Complete bank transfers.

Finance Clerk IV
In addition to the tasks of a Finance Clerk I, II, and III:

Payroll

DROP enrollment action-form processing.
Process Dade City firefighter pension.
Process employee retirement changes from FRS website.
Process FRS retirement.
Process payroll taxes.
Prepares responses to audit inquiries and submits to Lead or Supervisor for submission.
Court Ordered Garnishment Review and Processing.
Train and develop new teammates.
Process unemployment and 941 forms.

General Ledger:

Process complex interfaces and reconcile transactions.
Process bond estreatures & other complex subledger.
Reconcile revenues.
Process various state, federal, and locally required reports.
Prepare state, county, and municipal payments.
Prepare administrative orders reports.
Balance and print escrow statements.
Train and develop new teammates.

TMCA:

Complete complex bank reconciliations for bank accounts with checks, plus pooled cash and enterprise.
Complete debt and investment reconciliations.
Process inventory documentation.
Attend auctions as required by Florida Statute.
Verify project completion with departments.
Maintain CWIP databases.
Train and develop new teammates.
Collaborates with teammates on researching and preparing responses to standard audit inquiries.

Typical Qualifications and Minimum Qualifications

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

A valid Florida Driver's License may be required for some positions.

Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year. Preference is given to candidates with experience in a government entity performing similar functions.

For new hire initial placement, this position is historically filled at a Level I. In some cases, an applicant's knowledge, skills, abilities, and education may qualify him/her for consideration to start at a higher level at the discretion of the Clerk & Comptroller. Active teammates in this position have the opportunity to progress to higher levels.

Level I

This position requires a high school diploma or possession of an accredited equivalency diploma.

Level II

This position requires two (2) years of direct finance experience.

Level III

This position requires four (4) years of direct finance experience.

Level IV

This position requires five (5) years of direct finance experience. Position is only available for promotion.

A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:

(a) Two years of direct experience can be substituted with an associate degree;
(b) Four years of direct experience can be substituted with a bachelor’s degree;
(c) Six years of direct experience can be substituted with a master’s degree;
(d) Seven years of direct experience can be substituted with a professional degree; or
(e) Nine years of direct experience can be substituted with a doctoral degree.

Supplemental Information and Knowledge, Skills and Abilities

Live and advocate our commitment to the Organization's vision, mission, and values.

Must have knowledge of basic accounting practices and procedures. Knowledge of automated fiscal processing and reporting.

Ability to perform mathematical calculations with speed and accuracy. Ability to perform numerical and alphabetical input into an automated system quickly and accurately.

Ability to interpret financial obligations of invoices and purchase orders.

Ability to understand and follow complex oral and written instructions and terminology.
Ability to operate a calculator. Ability to use a PC, printer, copier, fax, and general office equipment.

Ability to establish and maintain effective working relationships with the vendors, co-workers, employees in other departments and other governmental agencies. Ability to effectively communicate with vendors, County employees and co-workers.

Ability to work with confidential and/or sensitive data while complying with state and federal legal regulations and legal advice restrictions for the Clerk & Comptroller's office. Discretion must be used as to what and to whom information is released to ensure compliance with all federal and state privacy protection laws and regulations. Protection of employee/patient privacy is of paramount importance to this organization.

Ability to sit or stand for extended periods of time, while concentrating on repetitious or complex tasks in a fast paced environment with frequent interruptions while maintaining speed and accuracy. Ability to work within deadline constraints and workload surges.

Position and duty location may vary between East and West side of the County based on workload.

Current employees may receive preference.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief to equalize peak work periods or otherwise to balance the workload.