Accounts Payable Clerk

Vacancy Announcement 

We are accepting applications for: Accounts Payable Clerk
Date Posted: December 20, 2024
Closing Date: January 27, 2025                            

About the Position and Department: The Accounts Payable Clerk is part of our Clerk & Recorder’s Office and is under the direct supervision of the Clerk & Recorder. This is a full-time, permanent, forty (40) hours a week position: Monday – Friday, 8:00 a.m. – 5:00 p.m. with a one-hour lunch period.

Position Overview:  This multi-disciplined position performs several crucial roles within the Clerk & Recorder’s office. This position is responsible for the efficient management of accounts payable. Receives and processes all invoices and purchases for Fallon County; generates warrants to ensure timely and accurate payments. Performs clerical functions including greeting visitors, answering telephones, and scheduling appointments. This work includes handling sensitive, confidential communications and information requests in the process of researching and recording documents. Serves on the election team.

**The start date for this position is flexible.**

Required Education and Experience:  Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. The above knowledge, skills, and abilities are typically acquired through a minimum of one (1) year related work experience in basic accounting (working in an accounting system, experience balancing multiple types of accounts, use of 10-key calculator), customer service, Excel, database, and records management.

Preferred Education and Experience:  Previous experience in accounts payable is preferred.  

Additional Eligibility Qualifications:  Must possess or obtain a Montana driver license within thirty (30) days of employment. This position has access to substantial County funds and is subject to pre-employment criminal background check. May utilize a County vehicle and is subject to a motor vehicle history check.

Benefits: We are proud to offer an excellent benefit package to our employees including health insurance, ten (10) paid holidays per calendar year, sick leave, vacation leave, and an Employee Assistance Program. This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Applicant Pool Statement:  If another office vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

How to Apply:  Applications and a complete job description are available at the Human Resources office, 10 W. Fallon Avenue, Baker, Montana or online at www.falloncountymt.gov. You may submit your application online on our website; or via mail to: Human Resources Manager, PO Box 846, Baker, Montana, 59313; or email to [email protected]; or stop by the Human Resources office in the Courthouse. Questions may be directed to Brenda Wood, Clerk & Recorder 406-778-8182, Debbie Wyrick, Deputy Clerk & Recorder 406-778-8105, or Julie Straub, HR Manager 406-778-8164.

Fallon County Job Description

Fallon County is an equal opportunity employer that is committed to affirmative recruitment, diversity, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, age, sexual orientation, national origin, disability, genetic information, pregnancy, age, protected veteran status, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Applicants with disabilities who need accommodation with the application or selection process should contact Human Resources.

 All Clerks in the Department of the Clerk & Recorder have interchangeable functions to meet the needs of the office. A Clerk may be asked to perform functions not necessarily identified in his/her job description that are identified in another Clerk’s job description. Furthermore, all Clerks often work with other County departments and must complete required/needed work in a timely manner to allow all departments to complete their function as part of our local government.

Job Overview
This multi-disciplined position performs several crucial roles within the Clerk & Recorder’s office. This position is responsible for the efficient management of accounts payable. Receives and processes all invoices and purchases for Fallon County; generates warrants to ensure timely and accurate payments. Performs clerical functions including greeting visitors, answering telephones, and scheduling appointments. This work includes handling sensitive, confidential communications and information requests in the process of researching and recording documents. Serves on the election team.

The following is representative of typical work performed but is not necessarily limited to these specific tasks/areas:
Essential Functions
Accounts Payable – Process all invoices and purchases for Fallon County utilizing office specific software. This work includes determination of appropriate claim pay cycle and extensive organization/tracking of invoices. Interact with Elected Officials, department heads, supervisors, and employees to ensure all invoices are approved, accurate, and follow County protocol. May provide information on claims to the Commission. Code invoices to correct department per BARS Chart of Accounts using office specific software; generate warrants. Scan all invoices to computer for attachment to appropriate invoice entry. Reconcile accounts to ensure accurate coding. Produce and enter report data into spreadsheets. Establish various term charge accounts with a sundry of vendors. Notifies vendors of personnel changes. Generate 1099 and 1042 forms. Review fuel invoices, completes applicable form, and submits to the Internal Revenue Service to obtain fuel tax credit. Assist Fallon County employees seeking reimbursement for incurred expenses, process expense reports. Utilize office specific software to enter and complete direct payables for fire districts. Monitor and track safety incentive payables; provide updated tracking information to Human Resources. 

Specific Department Support – Review invoices to ensure valid and approved purchases. In the absence of the System Administrator, serve as liaison for cell phone support in resolving problems/issues. Communicate with the System Administrator on phone, Internet, and/or cell phone billing changes.

Generate monthly reports to identify new inventory items and issues inventory tags. Enter new items into inventory software. Distribute annual inventory lists to each department. Update any changes in software program to ensure accurate accounting of County property.

Participate in new elected official/department head orientation ensuring clear and applicable understanding of accounts payable procedures including but not limited to budgets and coding.

Oversee the fleet vehicle program, ensuring maintenance, mechanical, and/or cleanliness issues are reported to the Fallon County Commission.

Work in concert with other clerk(s) to obtain required Certificate of Liability Insurance from vendors for services provided. Contact new vendors as appropriate to obtain the certificate. 

Election Team – Provide forms and general information as needed. May serve as an election judge.

County Credit Card – Process applications for County credit card; issue new cards. Check County credit cards in and out to employees; ensure required receipts are submitted. Receive all credit card expense reports, review for improper charges. Reconcile credit card to monthly statement and processes payment.

General Department Support – Communicate with customers, employees, and other individuals to answer questions and provide information related to recording of documents, elections, and other office functions. Answer the telephone, directs calls, and deliver messages. Assist in scheduling appointments with the Fallon County Commission. Issue birth certificates, death certificates and burn permits to members of the public. File documents as needed/directed; remove/destroy documents in accordance with Secretary of State’s Retention Schedule. Receives monies/revenues for various County entities; ensure proper coding for deposit and presents with the Treasurer for deposit. Answer budget related questions regarding coding of expenditures. Provide reports as requested by other Departments. Check petty cash in and out for County departments. Certify teaching certificates via the Superintendent of Schools. Provide information and documents for home school programs.

Complete document searches and related requests; provide copies as requested and processes payments. Record submitted documents, ensuring documents meet standards. Review recorded documents for errors. Determine fees and issues payment receipts.

Competencies
The knowledge, skills, abilities and other characteristics to perform this work include but are not necessarily limited to: Accountability, Accounting, Accounts Payable, Active Listening, Adaptability, Assertiveness, Commitment, Communication – Oral and Written, Computer Skills, Data Entry Management, Dependability, Detail Orientated, Confidentiality, Customer Service, Flexibility, General Math, Initiative, Interpersonal Relationships, Inventory Programs, Money Handling, Multi-task, Oral Comprehension, Organization, Problem Solving, Professionalism, Research, Self-directed, Teamwork, and Time Management.
This position requires general knowledge of accounting processes and ability to understand and apply accounting concepts and practices such as balancing accounts, credit/debit function, preparing reports, reconciling bank statements, credit card statements, and accounts payable. Demonstrate strong comprehension of the accounts payable process. Must be able to organize and track variety of invoices and claims, accurately generate warrants and checks for payment to vendors. Compile information into accurate reports. Accurately transfer data in spreadsheets and compile information, using various computer programs. Create spreadsheets with formulas. Ability to review department purchases, discern trackable inventory items and ensure accurate accounting of County property.

Establish effective communication with employees and vendors; ability to explain accounts payable process and to obtain needed information for processing of payments. Possess strong computer skills with the ability to effectively utilize Microsoft Office Suite programs including creation of spreadsheets with complex formulas. Ability to learn and effectively utilize various software programs including Publisher, state, and department specific accounting software. 

Demonstrate the ability to interact courteously and effectively with all County employees including Commissioners, elected officials, and department heads as well as the public. Must be able to effectively interact with a variety of personalities and demands of the public. Possess excellent customer service and interpersonal skills to resolve questions and concerns using good judgment and discretion. Respond to requests for service and assistance with courtesy and respect. Maintain respectful assertiveness when scheduling Commissioner appointments and yet meet needs of requestor. Must listen actively and understand information and ideas presented through spoken words and sentences. Communicate information and ideas in speaking so others will understand; explain rules and procedures clearly. Requires the ability and skill to multi-task, address multiple projects and customers while maintaining composure, professionalism, and quality of work. This position must communicate both orally and in writing accurately and effectively, utilizing appropriate grammar and spelling. Ability to discern sensitive information and maintain confidentiality. Adapt to changing work routines and demands.  As part of our workforce, maintains consistent communication with all County employees, our customers/patrons, and the public via County owned communication systems including but not limited to email, office phone, work cell phone, text, and SMS/IM.

Demonstrate initiative, common sense, and good judgment. Ability to work with little direct supervision; to understand, interpret and follow instructions and directives. Self-directed with ability to meet deadlines when unsupervised. Take accountability for your own actions. This position must function as part of a team, working for the betterment of the Clerk & Recorder Office, its processes, and the public.

Safety
Safety is a primary duty and a personal responsibility. County employees are responsible for reading, understanding and following safety rules and procedures as identified within County Policy, our Safety Program as well as at each department/work location/JSA. This position is responsible for wearing PPE as identified in the JSA or when working in areas where there is danger of injury.  Responsible for wearing suitable work clothes as determined by the Clerk & Recorder or designee. Report all injuries, hazards and/or near misses utilizing established reporting forms and procedures. Knows the location of first aid kits, fire extinguishers, and other safety devices. Attend all safety meetings including annual training. This position will not perform potentially hazardous tasks or use any hazardous material until properly trained.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers/scanners, 10 key calculators, filing cabinets, and fax machines.

Required Education and Experience
Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. The above knowledge, skills, and abilities are typically acquired through a minimum of one (1) year related work experience in basic accounting (working in an accounting system, experience balancing multiple types of accounts, use of 10-key calculator), customer service, Excel, database, and records management.

Preferred Education and Experience
Previous experience in accounts payable is preferred. 

Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. This position has access to substantial County funds and is subject to pre-employment criminal background check. May utilize a County vehicle and is subject to a motor vehicle history check.

Compensation
Our Fiscal Year 2024-2025 compensation schedule for an Accounts Payable Clerk is as follows:
Accounts Payable Clerk (at hire):                             $27.22 per hour
Accounts Payable Clerk 1 (completion of year 1): $27.82 per hour
Accounts Payable Clerk 2 (completion of year 2): $28.43 per hour
Accounts Payable Clerk 3 (completion of year 3): $29.02 per hour
Accounts Payable Clerk 4 (completion of year 4): $29.64 per hour
Accounts Payable Clerk 5 (completion of year 5): $30.24 per hour

This schedule is reflective of and will be adjusted for a Cost-of-Living Adjustment as approved by the Fallon County Commission.

After completion of the first year of employment, an employee becomes eligible to receive Longevity. Longevity is $0.15 per hour every year, with $0.25 per hour every five years.

Benefits
We are proud to offer an excellent benefit package to our employees including health insurance, ten (10) paid holidays per calendar year, sick leave, vacation leave, and an Employee Assistance Program.

This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Position Type/Hours of Work
This is a full-time, permanent, forty (40) hours a week position:  Monday through Friday, 8:00 a.m. to 5:00 p.m.  The demands of the office may occasionally result in additional hours above and beyond the normal schedule

Physical and Environmental Demands
While performing the duties of this job, the employee is regularly required to speak or hear. This work requires periods of extended computer use. The employee is frequently required to sit for long periods as well as to stand, sit, bend, and reach with hands and arms. May be required to stoop, kneel, crouch or crawl. May be required to lift up to twenty-five (25) pounds. Specific vision abilities include close and distant vision.