Finance Assistant

Work Unit Overview:

The County Finance Office preserves the financial and personnel records of the County. This includes maintaining salary and payroll information and ensuring County employees are paid accurately according to established procedures and the law; and providing accurate and timely financial support services to public officials, departments, and the public to ensure efficient and effective use of County resources.

The Finance Assistant is responsible for compiling and recording County employee time and payroll data to ensure that employees receive accurate paychecks in accordance with established procedures and the law. Duties include processing and computing employee time and payroll information, maintaining employee records related to pay and benefits, analysis County budget including special districts, and assisting in managing the employee benefits program for County employees.

This position is also responsible for performing a variety of clerical accounting duties in accordance with county policies and legal requirements. These duties include performing accounts payable, accounts receivable, maintaining books and ledgers, coding and processing transactions, and related customer service. This position reports to the Finance Director/ Benefits Administrator). Assist the Finance Director/ Benefits Administrator in the following duties:

• Identify assets by following the Madison County capitalization policy and ensure that this information is entered in the fixed asset subsidiary ledger of the Black Mountain Software program. Calculate depreciation for all assets and balance to the detail year end expenditure report. May require traveling to other departments to obtain pictures of assets to be loaded to the associated asset tag.
• Using an excel spreadsheet keep track of inventory for insurance purposes.
• Maintains system records, reports and accruals.
• Implementation of software vital to the Finance office.
• Enter all pertinent employee information into the payroll, time clock, and benefit system.
• Assist Finance Director/ Benefits Administrator with all payroll functions to ensure County staff is paid in an accurate and timely manner. Establish and maintain payroll files; process forms; enter time and payroll data; verify pay amounts and adjustments; and hours of work. Track employee hours for eligibility for wage step increases, longevity pay raises, and vacation and sick leave accrual.
• May help with processing and issuing paychecks and statement of earnings and deductions to County employees according to established procedures. This includes verifying coding and signatures on checks; preparing, sorting and mailing printed checks; setting up direct deposit systems; and other duties associated with payroll processing.
• Distribute payroll deductions (e.g., retirement, health insurance, dues, etc.) according to department policies and in compliance with local, state, and Federal statutes. Maintain and organize employee payroll files.
• Data entry of annual employee open enrollment benefits. Set up annual employee open enrollment meetings for health plan and optional employee benefits.
• May be asked to help enforce garnishments.
• Will assist in managing retirees’ benefits.
• Complete, verify, and process forms and documentation for administration of benefits such as pension plans and medical insurance. Process and maintain records such as staff leave, terminations for notification of FMLA and/or COBRA coverage.
• Compile statistical reports, statements, and summaries related to pay and benefits and submit them to the appropriate departments, boards, commissions, and County officials according to established procedures.
• Compose a variety of materials (e.g. reports, memos, spreadsheets,…