The position involves performing complex and moderate to difficult clerical, record processing, bookkeeping and accounting, secretarial and general office support functions involving a variety of tasks. Work involves a variety of responsible legal, confidential and administrative duties and general office support functions associated with the department to which the position is assigned. Work requires discretion and independence of action and is controlled by established work methods and procedures.
Provides support the County’s Accounts Payable, and other similar financial processes.
Ensures successful day-to-day office services such as opening and distributing mail, maintaining office supplies, and processing department invoices.
Performs duties for various accounting functions of the county such as the following: compiles and organizes financial transaction data for various monthly, quarterly, and annual reports in accordance with established criteria
Reconciles subsidiary ledger activity reports and prepares monthly Circuit Court Clerk claim for state reimbursement and quarterly Assessment claim for state reimbursement.
Reconciles and approves monthly Procurement Card transactions for all County departments, ensuring accuracy and complete documentation for transactions and uploads data to the General Ledger.
Reconciles and approves monthly County-wide office supply vendor invoices for payment.
Reviews and approves daily reconciliation reports.
Maintains Authorized Signature database as needed throughout the year and conducts a comprehensive review and update on an annual basis; and performs data entry and scanning for journal entries and budget adjustments.
Assists Accounts Payable Coordinator with accounts payable and purchase order duties as directed. Conducts training and on-going user support for internal users of accounting software and assists in updating training materials; conducts vendor payment research as needed for special projects.
Approves requests for new vendors and creates new vendor records, scans appropriate documentation for the vendor file. Maintains vendor files by updating database with current W-9 forms and applicable data and ensures County is compliant with IRS 1099 regulations.
Annually prepares County 1099 forms in compliance with state and federal regulations; distributes forms per regulations and maintains office files as appropriate.
Compiles and formats various electronic files to publish the annual Budget Book; facilitates final printing and distribution of document.
Greets the public and other County staff in person and on the telephone; directs visitors and callers appropriately; opens and distributes mail and prepares payment requisitions for department; maintains office supply inventory.
Performs other duties as assigned.