Deputy Clerk/Accounts Payable Clerk

Job Summary

The Deputy Clerk will be responsible for processing files and documents, utilizing computer-driven data entry equipment to prepare and modify files, preparing County Commission meeting minutes, answering telephones and assisting the public. This role requires strong attention to detail, strong organizational skills, and the ability to communicate effectively with members of the public. This position reports directly to the County Clerk. 

Principal Accountabilities

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job- related duties other than those contained in this document and may be required to have specific job-related knowledge and skills. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

• Provides high-level administrative support to the County Clerk.


• Answers multi-line telephone and provides courteous and professional assistance to the public in person, over the phone, and via email.


• Manages sensitive information and maintains confidentiality when required.


• Performs clerical tasks such as filing, data entry, photocopying, and scanning documents.


• Assists with the preparation of reports, spreadsheets, and other documents as needed.


• Serves as an information resource; provides general information on departmental, county and state policies and procedures within the area of assignment.


• Assists with the processing of Sunshine Requests


• Manages and distributes mail received in County Clerk’s office.


• Completes notary commissions by swearing in applicants and accurately completing accompanying documents.


• Prepares no planning and zoning letters as requested.


• Manages and maintains record center inventory.


• Assists other offices and departments in storing appropriate documents.


• Assists with application and title of new vehicles.


• Acts as liaison between County and Commercial/Liability insurance provider.


• Responsible for the destruction of records as statutorily required.


• Assists with collecting and documenting fees and other assistance at counter as needed.


• Scans resolutions and County documents from previous years


• Performs other related duties as assigned and qualified to perform.


• Prepares and schedules weekly County Commission agendas.


• Attends County Commission meetings and takes detailed notes to prepare meeting minutes.


• Posts meetings and keeps commission/board information updated as available.


• Cross training capabilities to include Accounts Payable, Payroll, and Elections.


• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, maintaining office supplies, coordinating equipment maintenance, and handling packages and correspondence.

Preferred Accountabilities

• Receive, review, and process all invoices and check requests for payment.
  


• Accurately enter invoice data into the accounting system, ensuring correct coding, department allocation, and payment terms.
  


• Match invoices to purchase orders and receiving reports, identifying and resolving any discrepancies.
  


• Prepare and process checks, ACH payments, and wire transfers in a timely manner.
  


• Maintain a meticulous system for organizing and archiving physical and digital accounts payable records.
  


• Reconcile vendor statements and resolve payment discrepancies.
  


• Respond to vendor inquiries and maintain professional relationships.
  


• Adhere to all federal, state, and local laws, as well as departmental policies and procedures related to financial transactions.
  


• Assist with preparing reports related to accounts payable activity as needed.

Desired Accountabilities

• Process bi-weekly payroll for all employees, ensuring accuracy of hours worked, salaries, bonuses, and deductions.
  


• Manage and maintain the timekeeping system, resolving any discrepancies and ensuring employee time records are accurate and approved.
  


• Calculate and process employee tax withholdings, garnishments, and other payroll deductions in compliance with federal, state, and local laws.
  


• Prepare and distribute payroll reports, tax filings, and year-end forms such as W-2s.


• Administer all employee benefits programs, including health, dental, vision, life, and disability insurance.


• Coordinate the annual open enrollment process, including employee communication, system updates, and vendor management.
  


• Process new hire enrollments, life event changes, and terminations.
  


• Act as the point of contact for employee questions regarding benefits eligibility, coverage, and claims.
  


• Assist with the enrollment process for employee benefits, including health insurance, retirement plans, and other programs.
  


• Coordinate with benefits providers and vendors as needed.


• Administer the company’s retirement plan (e.g., 401(k)), including processing employee enrollments, contributions, and withdrawals.


• Ensure compliance with all regulations related to retirement plans.
  


• Coordinate with the retirement plan provider and financial advisors.

Supervisory Responsibilities

There are currently no supervisory responsibilities in this position.

Experience & Education

• High school diploma or equivalent


• Previous experience in office/administrative roles required


• Previous experience in Accounts Payable preferred


• Previous experience in Payroll desired

Knowledge, Skills, & Abilities

• Ability to provide courteous and professional assistance to the public, address inquiries and concerns effectively, and maintain a positive customer service experience.


• Effectively address inquiries and resolve concerns to maintain a positive customer service experience.


• Must be able to speak, read, and understand English proficiently.


• Strong interpersonal skills with the ability to work collaboratively across various county departments.


• Understanding of accounts payable principles and basic accounting concepts.


• Exceptional attention to detail and accuracy with numbers and data.


• Ability to manage a high volume of invoices and strict deadlines.


• High degree of integrity and discretion when handling sensitive financial information.


• In-depth understanding of administrative principles.


• Proficiency in basic computer skills, including Microsoft Office applications.


• Ability to multitask, prioritize, and manage time efficiently.


• Strong attention to detail and accuracy in general record-keeping and data entry.


• Skill in performing work accurately according to both verbal and written instructions.


• Knowledge of (or ability to quickly acquire) county policies, regulations, and compliance standards.


• Strict adherence to confidentiality and privacy regulations to safeguard sensitive data.


• Ability to independently and safely conduct all assigned tasks and responsibilities.

Physical Requirements/Working Environment

PHYSICAL DEMANDS - Most work is performed in a professional office setting and is primarily sedentary. Must possess vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Position requires continuous sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls, and other office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 25 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, reaching above and at shoulder height, moderate grasping to manipulate objects, lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

WORK ENVIRONMENT - This job operates in a professional office environment. Professional attire required. This position routinely uses office equipment such as computers, calculators, multi-line telephones, photocopiers, printers and scanners, binding machines, hand-held recording devices, filing cabinets and fax machines. This position is routinely in contact with the public, other Lincoln County, and State employees, elected officials, and members of other entities. Due to the subject matter of the position, the employee may be subject to stressful situations.

Travel

Travel requirements will vary with the assignment. Advanced notice will be given.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.