Accounts Payable Clerk

Elected Official
-Rice County Clerk & Election Officer

Rice County

Department:
County Clerk

FLSA Status:
Nonexempt

Approved Date: 1-1999

Revised Date: 11-2025

Commercial DL:
No

Range 21

Under the supervision of the County Clerk, the Accounts Payable Clerk is a nonexempt position that performs responsible clerical and accounting duties in maintaining the accounts payable for Rice County, following established methods and procedures. The employee enters information into the computer to generate checks and related reports concerning accounts payable and produces appropriate reports. Work is performed under the general direction of the County Clerk, but the employee has considerable latitude for independent judgement and initiative following prescribed policies and procedures.

(None)

Processes weekly payables by coding and entering amounts, checking input, and running necessary reports.

Prints checks and balances reports, records keeping for backup and audit processes.

Checks and codes all vouchers for payment; prepares invoice deductions notices as needed.

Works with all departments in coordinating and payment of invoices, answers vendor inquiries, analyses vendor accounts, negotiates extended terms when cash is restricted, assists in monthly closings, and researches vendor accounts for discrepancies.

Prepares invoices to other agencies for shared expenses; prepares 1099-MISC documents annually and mails to vendors; prepares IRS documents.

Processes daily deposits and balances to receivables journal.

Maintains postage system, running daily reports, delivering mail to the post office, and monitors maintenance issues; orders postage as needed and programs the department account changes.

Assists employees with postage matters and provides training on postage procedures.

Monitors and orders supplies as needed while collaborating with other county offices, townships, school districts, cities, and other taxing districts for bulk purchases.

Uses software to produce correspondence reports, tables, financial schedules, etc., from rough drafts and edits grammar, punctuation or spelling.

Responds to routine inquiries from telephone callers and visitors, redirecting calls or providing routine information requiring detailed knowledge of department functions.

Greets internal and external customers, providing service at the office counter as needed.

Prepares and stores documents on the Imaging/Indexing system for record retention requirements.

Performs other duties and assignments as assigned.

Is responsible for fixed assets accounting, assigns a life cycle to equipment, ensures depreciation is accurate, and prepares appropriate reports.

Prepared cereal malt beverage license renewal notices; issues new license annually upon completion; prepares stamp report quarterly.

Enters all records in their permanent bound book.

Assists with pre-election, election day and post-election responsibilities as needed.

Assists in updating names/addresses to maintain an accurate Tax Roll.

Assists in budget and taxation preparation.

Assists in the sale of wildlife and park licenses and moving permits.

Assists in preparing homestead refunds.

Assists in filing all documentation.

Thorough knowledge of accounting, office procedures and mathematics.

Computer data entry skills; knowledge of Excel, Word and basic Access required.

Knowledge of computer system applications and backup procedures.

Knowledge of laws regarding voter registration and elections, sale of fishing and hunting licenses, Rice County policies for payables, and procedures for handling public inquiries.

Good interpersonal, oral and written communication skills.

Ability to operate a computer, CRT, calculator, postage machine, and other office equipment.

Ability to read and interpret documents such as safety rules and procedure manuals; write routine reports and correspondence.

Ability to calculate figures and amounts including discounts, interest, commissions, and deal with limited standardization.

Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.

Minimum of four years of related experience; or a bachelor’s degree; or equivalent combination of education and experience.

The physical demands described here represent those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee is regularly required to sit and talk or hear, use hands to handle or feel, and reach with hands and arms. Occasionally required to stand, walk, climb, balance, stoop, kneel, crouch, or crawl. Must frequently lift and move up to 25 pounds.

Work environment characteristics include occasional exposure to moving mechanical parts and moderate noise levels. Reasonable accommodations may be made for…