Payroll/Accounts Payable Clerk

JOB TITLE: PAYROLL & ACCOUNTS PAYABLE CLERK

REPORTS TO: FINANCE DIRECTOR

STATUS: NON-EXEMPT

JOB SUMMARY:

Under the general direction of the County Finance Director, performs administrative duties

supporting the processing of payroll and accounts payable functions at Calhoun County Road

Department. Works closely with the Finance staff to ensure accurate accounting and

bookkeeping in accordance with governmental accounting standards and to provide statistical

reports and financial data to management personnel for the purposes of accurate and

informed decision making.

PRIMARY DUTIES AND RESPONSIBILITIES:

-Process payroll biweekly. Analyzes timecards, verifies and reviews payroll codes,

verify time/equipment entered and authorized, track benefits, and deductions. Prints

and distributes checks and all corresponding reports for filing.

-File payroll deductions, quarterly taxes, and necessary forms with the IRS, State of

Michigan, and local municipalities. Duties include but not limited to 941 Filings, W-

2/W-3 Annual Filing, MESC Reports, Payroll Audit Reports, Accrued PTO,

Overtime and other Organizational Reports.

-Tailor the time card kiosk for each employee by creating and maintaining codes to

streamline entry. Train/familiarize new employees on the payroll and check

distribution process.

-Responsible for the set-up and maintenance of all payroll related deductions, as well

as inputting the deductions.

-Process all W-4 changes, as well as preparation and distribution of IRS Form W-2/

W-3.

-Works closely with County HR on worker’s compensation claims, schedules

appointments, and maintains/ provides documentation for reporting purposes.

-Calculates and processes all supplemental pay related to Short-Term Disability,

longevity and other employee benefit payments.

-Handles changes and problems with payroll, including check errors, auto deposit

requests, and required deductions.

-Processes all payouts to employees at required times, such as termination or leave of

absence, etc.

-Process accounts payable biweekly. Reviews and verifies account coding on

invoices/vouchers, making corrections as necessary. Enters invoices/vouchers into

computerized accounting system, generates edit reports, and verifies input. Print

checks and all corresponding reports for filing.

-Provides disbursement reports to County Finance Office for claims payable reporting

and distributes checks per County Policy #239, Claims Against the County.

-Processes 1099 and a 1096 at year end.

-Communicates all approved funding/transfer requests to the Treasurer’s Office.

-Maintains file of authorized approvers of timecards, invoices, and calendar/schedule

of payroll and AP disbursements.

-Assists in the analytical process through the tracking and providing of financial data

and statistical reports.

-Maintain all files in accordance with the retention schedule and for audit purposes.

-Maintains written documentation of Precision Accounting Software to include set-up

and procedures relative to Payroll and AP.

-Develops knowledge and maintains current training on County Accounts Payable and

Payroll systems, processes, and procedures. Acts as support to County Finance

Department in related AP, Payroll, and Contract Maintenance duties as requested.

-Serve as back up for front office by answering phones, assisting walk in customers,

entering service requests, and other related duties as necessary.

-Reconciles vendor statements and corresponds with vendors or departments as

necessary.

-Performs other duties as assigned.

JOB QUALIFICATIONS:

-Knowledge and skills normally acquired through the completion of an Associate’s

Degree in Accounting is required. An equivalent combination of education and

experience may be considered.

-One to two years of progressively more responsible accounting, bookkeeping, or

finance experience required. Governmental, road, or construction accounting

experience highly desirable.

-Excellent organizational, analytical, and problem solving skills.

-Mental ability to frequently handle simultaneous projects requiring concentration and

attention to detail with occasional distractions due to people and/or telephone calls.

Incumbent is periodically required to handle pressures related to meeting deadlines,

fulfilling scheduling requirements, etc.

-Mathematical ability to calculate figures and amounts.

-Ability to appropriately handle both confidential information and sensitive situations,

while communicating effectively with those stakeholders.

-Computer skills necessary to effectively utilize word processing, databases,

spreadsheets, scanning and imaging, e-mail, and internet required. Microsoft Office

(Word, Excel, PowerPoint) experience is preferred.

-Experience working with the public and the interpersonal skills necessary to

provide courteous customer service.

-Possession of a valid Michigan driver’s license and an acceptable driving record.

WORKING CONDITIONS:

-Occasional travel between County locations and to neighboring Counties may be

requested.

-Normal office environment with occasional discomfort due to cold, heat, dust, noise

and the like.

-Extended work days (beyond eight hours/day) are occasionally required.

-Sitting/Standing for extended periods of time.

-Will occasionally be required to lift/push/pull/carry items weighing up to 25 lbs.

This job description is intended to describe the general nature and level of work being

performed by a person assigned to this job. They are not to be construed as an exhaustive

list of all job duties that may be performed by a person so classified.

(Last Revised May 2017)

Job Type: Full-time

Salary: $17.24 to $22.02 /hour