Accounting Specialist I

Clerk of Court and Comptroller’s Office; Green Cove Springs (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

The Clay County Clerk of Court and Comptroller seeks a staff accountant to support accounting, payroll, invoicing and financial reporting functions in a detail-oriented public service environment.

Responsibilities include payroll processing, journal entries, vendor management and month-end close. Strong MS Office skills and knowledge of Workday are desirable; reliability and ethics are essential in serving the public trust.

Qualifications

• Handle payroll processing and payroll taxes.
• Process invoices and maintain general ledger posting.
• Prepare monthly financial reporting and journal entries.
• Reconcile accounts and conduct audits support.
• Maintain vendor records and respond to inquiries.

Responsibilities

• Process payroll accurately and on schedule.
• Reconcile payroll and liability accounts.
• Post transactions to the general ledger.
• Prepare tax deposits and year-end wage statements.
• Enter invoices and purchasing-card transactions.
• Match invoices to POs and resolve discrepancies.
• Assist with month-end and year-end close.
• Provide backup for related accounting functions.

Skills

Payroll processing

Accounts payable

Financial reporting

Excel proficiency

Communication skills

Attention to detail

Problem solving

Customer service

Education

High School Diploma or GED

Associate's Degree in accounting/finance

Tools

Workday

Catalis

MS Office

Job description

Essential Expectations of Performance

Vision – To be the most trustworthy, efficient, accountable and helpful Clerk of Court and Comptroller’s office in the State of Florida. We recognize that our dedication to excellence depends on creativity and innovation. We do not accept the status quo but instead strive for ways to improve processes and best practices. We value flexibility and the ability to adapt.

Service Excellence – Model behaviors that promote a peaceful, productive work environment. Demonstrate teamwork through eagerness to assist with difficult tasks. Be committed to customer satisfaction through timely, accurate communication. Listen attentively, solicit feedback and respect the opinions of others.

Engagement – Be motivated to contribute to the success of our organization. Exhibit positive commitment to actions that further our mission, vision and core values. Engagement is evident through productivity, dependability and showing initiative to seek out new responsibilities, act on opportunities and problem solving. Showsa sense of purpose in fulfilling day-to-day responsibilities.

Respectful / Ethical Conduct – Consistently serves the public and co-workers respectfully, promptly and competently with the highest sense of honesty and integrity, not compromising the truth. Treats fellow Clerks, customers, partners and suppliers with mutual respect and sensitivity, recognizing the importance of diversity. We respect all individuals and value their contributions.

Education and Training – Through personal and professional growth, we develop and maintain the essential knowledge and skills to perform our duties to the best of our abilities, keeping knowledge and skills up-to-date, and turning mistakes into learning opportunities.

General Description:

Staff professional responsible for a variety of accounting, auditing and financial related duties including processing payroll and related transactions; managing the process of invoices; proper posting of the Clerk’s general ledger and budget as it applies to payroll and payables; preparation of Clerk's monthly financial reporting; preparation of journal entries; reconciliation of accounts; and preparation of financial analyses.

Essential Duties and Responsibilities:

• Process payroll accurately and on schedule in accordance with approved pay rates, time records, personnel actions, policies, and applicable requirements.
• Review payroll registers and exception reports, investigate discrepancies, and process approved corrections or off-cycle payments.
• Reconcile payroll registers, liability accounts, benefit deductions, retirement contributions, tax withholdings, and payroll-related bank activity.
• Post payroll and accounts-payable transactions to the general ledger and prepare journal entries, schedules, and account analyses.
• Prepare and submit required payroll tax deposits, retirement and benefit remittances, quarterly and annual filings, and year-end wage statements within established deadlines.
• Enter invoices, employee reimbursements, and purchasing-card transactions.
• Verify mathematical accuracy, budget availability, required approvals, and purchasing documentation before payment.
• Match invoices to purchase orders, approvals, contracts, and other supporting documentation; resolve discrepancies with staff.
• Prepare payment batches and supporting reports for review and approval; process authorized payments by check, ACH, or other approved method.
• Maintain vendor records, including remittance information and required tax documentation; assist with annual information returns and related reporting.
• Monitor due dates, discounts, credits, duplicate invoices, outstanding checks, and returned or rejected payments.
• Research vendor inquiries and account statements, resolve payment issues, and maintain courteous, professional communication.
• Maintain complete and orderly electronic and paper records in accordance with records-retention requirements and office procedures.
• Reconcile assigned bank, clearing, liability, expenditure, and vendor accounts; research and correct differences promptly.
• Assist with month-end and year-end close, budget monitoring, financial reporting, audit schedules, public-records requests, and management reports.
• Apply established segregation-of-duties, authorization, access, documentation, and review controls; promptly report unusual or potentially fraudulent activity through appropriate channels.
• Follow documented accounting policies and procedures and recommend practical improvements to accuracy, efficiency, security, and service.
• Assist auditors and provide organized supporting documentation for transactions, reconciliations, and compliance testing.
• Provide backup support for related accounting functions and cross-train designated staff to support continuity of operations.
• Use Workday, Catalis case management systems, and Microsoft Office applications.
• Perform any additional duties that may be assigned.

Education and/or Experience Requirements

Education:

Candidate must possess a High School Diploma or GED equivalent. An Associate's Degree in accounting, finance, business administration, or a closely related field from an accredited college or university is preferred.

Experience:

• A minimum of one to three years of recent and relevant experience.
• Good working knowledge of Microsoft Office applications, including MS Word, PowerPoint, MS Excel, and Outlook.

An equivalent combination of education, training and experience may be substituted at the Clerk’s discretion.

QUALIFICATIONS

• A valid Florida Driver's License or Florida Identification is required for the hiring process.
• Acceptable completion of fingerprinting and criminal background check.
• Requires certification as a Deputy Clerk.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of accounts payable, payroll and accounts receivable principles and practices.
• Knowledge of basic accounting principles.
• Knowledge of customer service principles and practices.
• Skill in the analysis of problems and the development and implementation of solutions.
• Skill in the preparation of clear and precise financial reports.
• Strong written, oral, and interpersonal communication skills required.
• Ability to communicate effectively and professionally with fellow employees and the general public.

• Possess the initiative in identifying, documenting, researching, and resolving accounting issues and matters with appropriate oversight and supervision.

• Proficiency in Microsoft Office Applications such as MS Outlook, MS Word, and specifically Excel is required.
• Excellent organizational skills and attention to detail.

Work Schedule:

• Monday through Friday, 40 Hours per week, in accordance with pre-approved work schedule within department.

Your application will remain active for a period of one year from the date of your application submission. You may only renew your application by resubmitting after one year has expired. The Clerk's Office promotes from within whenever feasible. If the position is not filled in this manner, we pull from current applications on record in our database. The Clerk's Office advertises employment opportunities on a public website www.clayclerk.com and occasionally on social media.

Please Note: Submitted applications and accompanying materials become the property of the Clerk's Office and may become a matter of public record. Final employment decisions rest with the Clay County Clerk of Court and Comptroller, in compliance with federal and state laws regarding non-discrimination and preference.

Criminal Background Checks

All employees of the Clerk's Office are required to have their fingerprints scanned as part of the hiring process so that a criminal background check can be performed. All employment shall remain probationary at least until the background is cleared. Because it is necessary for all Clerk’s Office employees to be bonded, any criminal background check results that reveal a finding of guilt by a court or jury, an admission of guilt or no contest in any criminal matter regardless of adjudication may result in termination even after probationary time is completed.

Employment with the Clerk's Office is a statutorily appointed position and serves at the will and pleasure of the elected Clerk of Court and Comptroller.