Accounting Clerk

Salary : $1,619.20 - $1,859.20 Biweekly
Location : Bozeman, MT
Job Type: Full-Time
Job Number: 00558
Department: Finance Accounting
Opening Date: 12/12/2023
Closing Date: Continuous
POSITION OVERVIEW
This position is located in the Finance Department/Accounting office. This position performs professional-level accounting duties for the maintenance, reporting and review of accurate and complete financial records, culminating in the completion of timely and accurate financial reports for Gallatin County. The position reports to the Accountant, and does not supervise staff.
ACCOUNTS PAYABLE

• Enters claims for centralized departments and reviews decentralized input for accuracy and processes claims in the accounting system by locating appropriate vendor code, verifying that vendor name and address matches accounting system data, entering claims into system, assigning invoice code, verifying account numbers, correcting object codes and ensuring accuracy of all entries.
• Maintains vendor and Department inquiries regarding payment information.
• Maintains database information by reviewing edit of data entry group, calculating total of claims, verifying that edit totals match claim totals, identifying errors, and searching system and purchase orders to resolve errors and edit invoices.
• Trains and monitors County departmental claims personnel on the preparation and entry of claims information into the Gallatin County program. Develops and maintains training materials and curriculum for decentralized accounts payable. Responsible for the training of departmental claims personnel and monitoring of the claims input process into the Accounts Payable System.
• Posts batches of claims to the Accounting system and prints report to ensure accuracy of posted amounts. If there was a computer error (e.g., lockup in posting), researches report to ensure all invoices posted properly.
• Creates and prints checks using established system procedures.
• Prepares annual 1099 Misc. forms for vendors by identifying and printing list of new vendors, sending forms to obtain required data, ensuring that no vendors mistakenly appear on 1099 list, verifying that required data is entered, providing assistance to vendors to determine if purchase meets IRS 1099 guidelines, and preparing report of 1099 amounts for review by supervisor and submission to IRS.
• Processes voice/data, postage, building maintenance and utility bills on a monthly/quarterly basis by entering totals by department into spreadsheet, ensuring that spreadsheet totals match invoice amounts, and identifying and resolving routine errors.
• Create and maintain the approval queue set-up for all County employees involved with the Accounts Payable system.

ASSET INVENTORY, DATA ENTRY SUPPORT AND REPORTING

• Participates in fixed asset inventory of more than 5,000 records using knowledge of records management procedures.
• Monitors all County departments to ensure the completion of the inventory control form, and assigns County inventory number. Maintains a record of all completed inventory control forms.
• Generates system inventory reports of fixed assets and responds to routine inquiries based on report data.
• Performs data entry and generates reports as requested by Accountant and Finance Director.
• Upon request, assists Finance Office with budgetary preparation and data entry process.
• Create and maintain training and procedural manuals for the Accounting Clerks in County departments.
• Creates requested reports for Management.

QUALIFICATIONS
This position requires a high level working knowledge of accounting, knowledge of accounts payable, fixed assets, accounting software, Microsoft word, Excel, social and organizational skills, communication skills both verbally and in writing and the ability to create and maintain procedural manuals. This position must have the ability to problem solve, time management, stress and deadlines, and must have a high degree of multitasking abilities. This position must be detail oriented and communicate with diplomacy and tact, must have the ability to work with varied and diversified personalities and be able to teach and impart information to a variety of people with varying experience levels.
EDUCATION & EXPERIENCE
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school, plus three to four (3-4) years of related work experience in accounting and accounts payable. Preferred experience for this position is a two (2) year business school.
SUPPLEMENTAL INFORMATION
Licenses and Certifications: Applicants for this position must possess a valid driver's license, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County's liability policies.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
TO APPLY: Be prepared to attach the following required documents listed below when you submit your application:

• Cover Letter
• Resume'
• 3 References

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.
Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.
Medical deductible is $400 for an individual and $1,000 for a family.
Flexible Benefits Plan - Pre-tax out-of-pocket medical expenses and day care expenses.
Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha..
Public Employees Retirement System - Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan.
Sheriffs' Retirement System (SRS) - A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.
Supplemental Retirement Benefits are offered through Nationwide and Empower.
Sick Leave - Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued. The accrual is pro-rated for part-time employees.
Vacation Leave - Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued. The accrual is pro-rated for part-time employees.
Holidays - The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.
Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.
Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.
Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.