What are the responsibilities and job description for the Account Clerk position at THIRD JUDICIAL CIRCUIT OF MICHIGAN?
SUMMARY:
Under general Budget & Finance supervision, processes payments for goods and services, accurately and timely; ensures that payments are processed in accordance with the Court’s purchasing and payment policies and that only authorized invoices are processed. Also provides analytical, financial, administrative and clerical services. Employees in this title are expected to maintain a professional appearance and demeanor.
ESSENTIAL FUNCTIONS:
• Reviews all invoices for appropriate documentation and approval prior to payment
• Prioritizes and processes invoices and check requests.
• Maintains 1099 records in conjunction with Wayne County, including working with vendors to ensure proper documentation consistent with the Internal Revenue Service is provided.
• Investigates, resolves and responds to all vendors, contractors and judges/staff inquiries.
• Contacts vendors, contractors and judges/staff to request appropriate support for payment process.
• Reconciles vendor statements, researches and corrects discrepancies.
• Assists in month-end closing and provides information for accruals.
• Assists in year-end audit and provides records in support of the audit requests.
• Maintains files and documentation in accordance with the court’s policy and accepted accounting practices.
• Monitors payments and expenditures for various types of transactions.
• Records, processes and reconciles invoices to contracts, purchase orders, and/or other accounting records.
• Creates electronic payment processes for high volume transactions or one-time payment corrections with a high degree of accuracy.
• Monitors automated payment requests for various transactions, identifying any issues in the electronic file or process.
• Sorts and distributes incoming mail.
• Compiles statistical information and prepares reports and correspondence.
• Leads group of employees, as assigned.
• Performs other duties as assigned.
QUALIFICATIONS, LICENSES AND CERTIFICATIONS:
• High school graduation or its equivalent.
• Three (3) years of verifiable bookkeeping/accounting experience.
• Experience using MS Office Suite and relevant software and systems.
• Oracle ERP experience is preferred.
• Proficient using Microsoft Excel spreadsheets required.
• If an employee drives on behalf of the Court, the employee must possess and maintain a valid Michigan driver’s license, no fault insurance and access to a vehicle to use in the performance of assigned duties.
KNOWLEDGE, SKILLS AND ABILITIES:
• Ability to apply logic and general rules to identify solutions, achieve effective results and reach sound conclusions.
• Skill in addressing public inquiries and resolving problems with a professional demeanor.
• Ability to communicate information and ideas effectively so that others can understand.
• Ability to deal calmly and effectively in high stress situations.
• Ability to maintain productive working relationships with officials, coworkers, and the public.
• Ability to operate office equipment.
• Ability to perform mathematical computations quickly and accurately.
• Ability to understand and carry out instructions and to request clarification when needed.
• Skill in managing one’s own time and the time of others, as well as the ability to meet deadlines.
• Working knowledge of Court processes and procedures.
• Proven ability to exercise sound judgment and maintain confidentiality.
• Ability to work with a diverse population.
PHYSICAL REQUIREMENTS:
• Must be able to lift 25 lbs.
Additional Requirements:
• Successful completion of criminal and IV-D background check, fingerprinting and rechecks.
• Applicants must be legally authorized to work in the U.S.
The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this description. Specific job duties vary from position to position.
Grant funded positions are contingent on availability of grant funding and may be terminated should funding substantially reduce or cease. The affected employee may be considered as a candidate for other vacant positions within the Court for which they are qualified.