Finance Clerk ( Part-time)

Madison, County of•Virginia City, MT

12h•Onsite

About The Position

The County Finance Office preserves the financial and personnel records of the County. This includes maintaining salary and payroll information and ensuring County employees are paid accurately according to established procedures and the law; and providing accurate and timely financial support services to public officials, departments, and the public to ensure efficient and effective use of County resources. The Finance Clerk is responsible for compiling and recording County employee time and payroll data to ensure that employees receive accurate paychecks in accordance with established procedures and the law. Duties include processing and computing employee time and payroll information, maintaining employee records related to pay and benefits, and assisting in managing the employee benefits program for County employees. This position is also responsible for performing a variety of clerical accounting duties in accordance with county policies and legal requirements. These duties include performing accounts payable, accounts receivable, maintaining books and ledgers, coding and processing transactions, and related customer service.

Requirements

Education and experience equivalent to a high school diploma or GED and (2) two years related experience.
Equivalencies include an Associate’s degree in accounting or a related field, with course work in business, math, accounting, bookkeeping and record keeping and previous payroll experience.
Skill in mathematics.
Skill in communicating verbally and in writing.
Skill in active listening.
Skill in reading comprehension.
Skill in monitoring.
Skill in critical thinking.
Skill in time management.
Skill in making informed presentations.
Skill in processing transactions quickly and accurately.
Ability to operate general office equipment including computers and software applications.
Ability to read and interpret documents such as spread and balance sheets, invoices, and correspondence.
Ability to calculate figures.
Ability to compute rates, ratios, and percentages.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to maintain confidentiality of wage and salary information and respect the confidentiality of information related to accounting duties.
Ability to solve problems involved in working with payroll, insurances, budgets, and computer systems.
Efficient use of Microsoft excel.

Nice To Haves

Knowledge of federal and state wage and hour laws, and related regulations.
Knowledge of payroll, governmental accounting and bookkeeping practices and principles.
Knowledge of administrative and clerical procedures.
Knowledge of business computer applications such as word processing, spreadsheets and databases.
Knowledge of records management and retention.
Knowledge of form design.
Knowledge of office procedures and terminology.
Knowledge of accounting software, accounts receivable, and accounts payable.
Knowledge of the organization and operation of the County government.
Knowledge of the Health Insurance Portability and Accountability Act (HIPAA) and follow the process to ensure HIPAA compliance.

Responsibilities

Assist the CFO in compiling and recording County employee time and payroll data to ensure accurate paychecks.
Process paperwork for new employees and enter pertinent employee information into the payroll and benefit system.
Assist CFO with all payroll functions to ensure County staff is paid accurately and timely.
Establish and maintain payroll files; process forms; enter time and payroll data; verify pay amounts and adjustments; and hours of work.
Track employee hours for eligibility for wage step increases, longevity pay raises, and vacation and sick leave accrual.
Process and issue paychecks and statement of earnings and deductions to County employees.
Distribute payroll deductions (e.g., retirement, health insurance, dues, etc.) according to department policies and in compliance with local, state, and Federal statutes.
Maintain and organize employee payroll files.
Complete, verify, and process forms and documentation for administration of benefits such as pension plans, unemployment and medical insurance.
Process and maintain records such as staff leaves, terminations for notification of FMLA and/or COBRA coverage and for possible future Unemployment Claims.
Compile statistical reports, statements, and summaries related to pay and benefits and submit them to the appropriate departments, boards, commissions, and County officials.
Compose a variety of materials (e.g. reports, memos, spreadsheets, letters, procedures, manuals, etc.) for the purpose of documenting activities and providing written reference.
Provide information to employees and managers on payroll matters, tax issues, and benefit plans.
Review and process claims submitted to the County for payment according to established procedures and laws.
Ensure appropriate information and back up are included, assist department heads by providing the information they need to review and approve claims, and ensure that all paid claims are filed appropriately.
Rotate the claims boxes on an annual basis.
Maintain copies and working knowledge of the contracts that various vendors have with the County for goods and services to ensure payments are in accordance with the contract terms.
Maintain and update vendor files to ensure all accounts payable activities are performed promptly according to department procedures.
Process 1099s, mail to vendors, and file with state and federal revenue agencies as required by law at the close of each calendar year.
Complete billing and accounts receivable procedures according to established methods to ensure that County entities receive payment for goods and services.
Maintain general and subsidiary ledgers and journals, post debits and credits, record receipts and balances to the County’s accounting system according to established procedures and laws.
Examine all financial transactions to make entries to the appropriate departmental account.
Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
Code accounting transactions according to county procedures.
Perform various duties of scanning.
Send out budget reports monthly to department heads.
Assist with the budgeting process.
Perform general accounting journal entries and administrative work such as answering phones, distributing departmental mail and providing assistance to the public.
Assist with checking the mill levy requirement schedule, the non-levy, and the voted levy schedule.
Operate postage machine and monitor for scheduled maintenance.