Finance Clerk I (Payroll)

Finance Clerk Positions

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. A qualified teammate or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act. Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. Since every duty associated with this position may not be described herein, teammates may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written in this job 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