Finance Clerk I -- Payroll 1291

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.

A link to take required assessments will be emailed to you shortly after submitting your application. By applying, you agree to complete these assessments within 7 days of receiving the link. The assessment email will come from a pascoclerk.com email address. Please be sure to check your spam folder as the email may be directed there.

You are required to provide three references in your application. At least one reference must be from a current or former supervisor. If you do not have a supervisor reference (i.e., you have never worked before), you may use a teacher, coach, volunteer, or organization leader, as examples. We will not contact your references unless you are selected for an interview. References must be provided for each job application.

General Description

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 municipal payments.
• Prepare administrative orders reports.
• Balance and print escrow statements.
• Train and develop new teammates.
  
  

Tmca

• Complete complex bank reconciliations for bank accounts with checks, plus pooled cash and enterprise.
• Complete debt and investment reconciliations.
• Process inventory documentation.
• Attend auctions as required by Florida Statute.
• Verify project completion with departments.
• Maintain CWIP databases.
• Train and develop new teammates.
• Collaborates with teammates on researching and preparing responses to standard audit inquiries.
  
  

Typical Qualifications And Minimum Qualifications

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

A valid Florida Driver's License may be required for some positions.

Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year. Preference is given to candidates with experience in a government entity performing similar functions.

For new hire initial placement, this position is historically filled at a Level I. In some cases, an applicant's knowledge, skills, abilities, and education may qualify him/her for consideration to start at a higher level at the discretion of the Clerk & Comptroller. Active teammates in this position have the opportunity to progress to higher levels.

Level I

• This position requires a high school diploma or possession of an accredited equivalency diploma.
  
  

Level II

• This position requires two (2) years of direct finance experience.
  
  

Level III

• This position requires four (4) years of direct finance experience.
  
  

Level IV

• This position requires five (5) years of direct finance experience. Position is only available for promotion.
  
  

A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:

• Two years of direct experience can be substituted with an associate degree;
• Four years of direct experience can be substituted with a bachelor’s degree;
• Six years of direct experience can be substituted with a master’s degree;
• Seven years of direct experience can be substituted with a professional degree; or
• Nine years of direct experience can be substituted with a doctoral degree.
  
  

Supplemental Information And Knowledge, Skills And Abilities

SPECIAL QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of basic accounting practices and procedures.
• Knowledge of automated fiscal processing and reporting.
• Knowledge of Access and managing databases.
• Knowledge of the principles and processes for effective, professional customer service.
• Computer skills for word processing, spreadsheet, database, and accounting software.
• Ability to perform mathematical calculations with speed and accuracy.
• Ability to perform numerical and alphabetical input into an automated system quickly and accurately.
• Ability to interpret financial obligations of invoices and purchase orders.
• Ability to understand and follow complex oral and written instructions and terminology.
• Ability to work with confidential and/or sensitive data while complying with state and federal legal regulations and legal advice restrictions for the Clerk & Comptroller's office.
• Ability to establish and maintain effective working relationships with the Clerk & Comptroller, administrative staff, vendors, and Clerk & Comptroller's teammates.
• Ability to live and advocate commitment to the Organization's vision, mission, and values.
• Ability to work effectively in a team environment, successfully engage in multiple initiatives simultaneously, and actively resolve problems and find solutions using available resources.
• Ability to report to work on time and to perform the duties of the position for an entire workday.
  
  

PHYSICAL AND COGNITIVE DEMANDS

The work is typically sedentary which requires sitting for long periods of times, exerting up to 10 pounds of force occasionally and/or negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work may require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Additionally, The Following Physical And Cognitive Abilities Are Required

• Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.
  
  

WORK ENVIRONMENT

Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey. Travel may be required for meetings or training opportunities.

On the 1st of the month following 60 days of employment:

• Health & Welfare Benefits that may include but not limited to health, prescription, dental, life insurance, disability
  
  

Other Benefits

• Paid Time Off
• Major Medical Leave after 12 months of employment
• Paid Holidays
• Paid Birthday
• Wellness Centers
• Discount programs for fitness centers, eyecare, event tickets, travel, etc.
• Business casual work environment
• Retirement
• Elective Optional Benefits (Aflac, Voluntary Life/Disability, etc)
  
  

01

Which best describes your level of education?

• HS/GED Not Yet Completed
• High School/GED
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctorate
  
  

02

How many years of work experience do you have creating Excel or similar spreadsheets with formulas?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

03

How many years of work experience do you have operating within mandated laws, rules and regulations related to job duties?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

04

How many years of experience do you have working in a court/clerk's office or legal environment?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

05

How many years of experience do you have preparing payments for invoices, tracking payments or performing reconciliations?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

06

How many years of work experience do you have analyzing documents to determine essential and appropriate financial entries?

• None
• Less than 1 year
• More than 1 year; less than 2 years
• More than 2 years; less than 3 years
• More than 3 years; less than 4 years
• More than 4 years; less than 5
• More than 5 years of experience
  
  

07

How many years of work experience do you have reconciling deduction and benefit reports?

• None
• Less than 1 year
• More than 1 year; less than 2 years
• More than 2 years; less than 3 years
• More than 3 years; less than 4 years
• More than 4 years; less than 5 years
• More than 5 years experience
  
  

08

How many years of experience do you have in bookkeeping, accounting, or payroll?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

09

How many years work experience do you have auditing/reviewing legal/financial documents?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

10

Which best describes your years of higher education in bookkeeping and/or accounting?

• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years
  
  

11

How many years of work experience do you have in customer service or assisting the public?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

12

How many years of work experience do you have preparing written reports and/or written communications?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

13

How many years experience do you have preparing and distributing payroll?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

14

How many years of work experience do you have performing mathematical calculations?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

15

How many years experience do you have working with confidential or sensitive information?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

16

How many years' experience do you have developing and maintaining working relationships with outside agencies?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4, less than 5 years
• More than 5 years of experience
  
  

17

How many years of experience do you have preparing journal entries?

• None
• Less than 1 year
• More than 1, less than 2 years
• More than 2, less than 3 years
• More than 3, less than 4 years
• More than 4,, less than 5 years
• More than 5 years of experience
  
  

18

Which best describes your number of years of payroll processing experience?

• Less than 1 year
• More than 1 years; less than 2 years
• More than 2 years; less than 3 years
• More than 3 years; less than 4 years
• More than 4 years; less than 5 years
• More than 5 years experience
  
  

19

Briefly explain why you are the best candidate for this position?

• Required Question