Accounts Payable Clerk

ClayHR Inc.; Cheyenne (WY); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

State retirement pension

457 Deferred Comp plan

Health insurance

Job summary

Administrative Office of the Courts in Cheyenne, Wyoming, seeks an Accounts Payable Clerk to handle payable/receivable processing, vendor management, and fiscal support for the Wyoming Judicial Branch across 29 agencies.

The role requires an associate degree in business or accounting and 2–4 years in bookkeeping or accounting, with strong attention to detail and MS Office proficiency. Employment offers a robust benefits package including retirement, health, and leave.

Qualifications

• Education: Associate degree in business, accounting, or closely related field.
• Work experience: Two to four years in bookkeeping, accounting, budgeting, or closely related experience.
• Preference: WOLFS experience.

Responsibilities

• Process payments to vendors and agencies using correct codes.
• Maintain vendor records and respond to inquiries.
• Monitor expenditures and encumbrances; prepare transfers as needed.
• Review invoices for documentation and approvals; ensure accuracy.

Skills

Attention to detail

Excellent communication

Organization skills

MS Office proficiency

Confidential records handling

Education

Associate degree in business or accounting

Tools

WOLFS

Microsoft Office

Job description

The Administrative Office of the Courts (AOC), located in Cheyenne, Wyoming, seeks to hire an Account Payable Clerk to perform accounting activities associated with processing fiscal transactions for the Wyoming Judicial Branch (Branch), including 29 separate agencies in over 50 locations. This position processes and monitors expenditure and revenue activities for the Branch, including the processing and maintenance of payables and receivables. This position provides timely and accurate fiscal support to employees, courts, vendors, and other Branch stakeholders while maintaining compliance with applicable fiscal requirements.

Information about the AOC and Community

The AOC provides administrative, technical, educational, financial, auditing, and human resource assistance to support Wyoming judges and their support staff in an accurate, timely, and efficient manner. Through direction of the Wyoming Judicial Council, the AOC serves as a liaison between the Executive and Legislative Branch, law enforcement, and members of the public. Our offices are in Cheyenne, Wyoming, home to Cheyenne Frontier Days Rodeo and abundant opportunities for outdoor recreation. Cheyenne, the capital of Wyoming, is a growing metropolitan area which thrives on its Western heritage.

Information about the Benefits Package

In addition to an annual salary, employees of the Branch receive a generous benefits package to include the State of Wyoming retirement pension and 457 Deferred Comp plan; affordable health insurance package including health, dental, life, vision, disability insurance, ambulance coverage, and Employee Assistance Program; paid annual, sick, and holiday leave, and much more.

The Accounts Payable Clerk performs assigned accounting and fiscal functions under the direction of the Chief Financial Officer and within established federal and state always, fiscal rules, policies, procedures, and Branch requirements. The position is responsible for organizing and prioritizing assigned work, resolving routine fiscal questions and discrepancies, maintaining accurate records, and recommending transfers between object codes as needed to cover expenses.

Customer Service

• Communicate fiscal information and accounting processes to employees in a clear and timely manner.
• Resolve problems and questions presented by coworkers and courts.
• Ensure work is done in compliance with relevant federal and state laws.

Accounts Payable/Receivable

• Process payments to vendors including magistrates, interpreters, jurors, employees, agencies, and businesses for goods, equipment, credit card bills, services, travel expenses, and reimbursements, using the correct department fund accounting and object codes.
• Maintain organized workflow for accounts payable and accounts receivable documents.
• Prioritize duties and tasks based on deadlines, urgency, and Branch needs while maintaining accuracy and timely processing.
• Process large quantities of payables efficiently and accurately while meeting established deadlines and maintaining appropriate documentation.
• Enter expenditure modifications and warrant cancelations as needed.
• Prepare and submit CR documents for the Supreme Court, District Courts, Chancery Court, Circuit Courts, Children’s Justice Project (CJP), Equal Justice Wyoming (EJW), and Board of Law Examiners.
• Maintain vendor records; respond to all vendor inquiries and ensure new and existing vendors are active in WOLFS with accurate, up-to-date records.
• Determine accurate dollar amounts to be billed to each court, when needed.
• Sort and distribute incoming mail, review all invoices for appropriate documentation and approvals, and reconcile invoices and correct discrepancies prior to payment.
• Scan documents for record retention purposes.

Fixed Assets and Inventory

• Serve as backup for the inventory function for all fixed assets for the Branch, including adding or modifying fixed assets within Judicial Branch systems, tracking assets to ensure proper location, completing inventory, and managing the legal disposal of fixed assets and non-fixed assets.
• Maintain an understanding of fixed asset shell maintenance, including additions and disposals.
• Serve as backup for the disposal of assets, including transfers to State Surplus. Assist courts with disposal of assets in their local areas.
• Perform a variety of routine tasks in the acquisition, disbursement, and inventory of equipment, supplies and commodities.

Fiscal Analysis

• Monitor expenditures to meet state and agency requirements.
• Monitor budget balances for all units and recommend transfers between object codes as needed to cover expenses. Encumber funds and set up budgets in WOLFS.
• Research and analyze fiscal information and carry out special studies. Track information as requested for special projects.

Perform other duties as assigned.

Physical Demands:

This position requires mobility to work in a typical office setting. The applicant must have the ability to:

• Use standard office equipment.
• Sit at a desk for prolonged periods and work on a computer.
• Stand and/or walk occasionally to frequently.
• Read printed materials and computer screens.
• Communicate in person or over the phone.
• Lift up to 30 pounds at times.

Requirements

Minimum Qualifications:

• Education: Associate degree in business, accounting, or closely related field.
• Work Experience: Two to four years of work experience in bookkeeping, accounting, budgeting, or closely related experience.

Preferences:

Preference may be given to applicants with WOLFS experience.

This position involves knowledge of:

• The Wyoming Online Financial System (WOLFS).
• State of Wyoming fiscal rules and policies.
• State Auditor's Office policies.
• Basic accounting, budgets, and cost controls.
• Office practices and clerical/accounting procedures.
• Principles and protocols for managing official documents and records.

This position requires skills in:

• Basic understanding of bookkeeping practices and procedures.
• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite or similar software.

This position requires the ability to:

• Prorate costs across separate budgets and time periods.
• Communicate courteously and effectively, both verbally and in writing, with all levels of Judicial Branch employees as well as outside agencies.
• Follow verbal and written instructions.
• Maintain confidential records.
• Prioritize duties and tasks based on deadlines, urgency, and Branch needs while maintaining accuracy.
• Process large quantities of payables efficiently and accurately while meeting established deadlines.
• Manage multiple assignments and changing priorities while maintaining organized workflow and timely completion of work.

NOTES:

Employment is “at will” and may be subject to a background check.
FLSA: Non-Exempt

Salary $ 60000 - 65000 Per Year