Job Summary

The Deputy Auditor Finance is responsible for performing Accounts Payable and Payroll functions, preparing financial reports for departments and related audit preparation and assisting the County Auditor-Treasurer in performing the services of the County Auditor-Treasurer’s Office

Qualifications (a combination of education and experience will be considered)

• High School diploma or equivalent
• 2 years of accounting or closely related post secondary education
• 2 years in payroll and/or accounting

Knowledge, Skills and Abilities Desired

• Considerable knowledge of mainframe computer systems.
• Considerable knowledge of accounting principles and generally accepted government accounting and financial reporting standards.
• Considerable knowledge of statutes and regulations applicable to the payroll and benefits.
• Considerable knowledge of Microsoft applications, including Word and Excel and pdf editing software.
• Skilled in the use of computers and calculators.
• Ability to prepare complete and accurate accounting reports and statements of moderate difficulty.
• Ability to perform detailed work with a high degree of accuracy.
• Ability to establish and maintain effective working relationships with other employees.
• Ability to maintain confidentiality according to established procedures governing the release of employee information.
• Ability to maintain confidentiality according to established procedures governing the release of protected data.
• Ability to work under constant deadlines.
• Ability to communicate effectively via telephone with vendors and employees.
• Ability to organize work and to adhere to reporting deadlines.

Some Examples of Essential Duties

50% Accounts Payable

• Administers processing of accounts payable warrants, including weekly data entry of auditors warrants and bi-weekly commissioner warrants, assigns and reviews vendor numbering and posts cash disbursements into county financial system (IFS).
• Reviews and prepares invoices to be presented to the County Board.
• Prepares vendor list and distributes to county departments quarterly.
• Prepares monthly budget comparison reports for coordinator and/or departments, if requested.
• Informs other county offices as payment procedures and voucher deadlines.
• Maintains filing system for paid vouchers and responsible for their record retention.
• Create and maintain detailed excel spreadsheets as needed.
• Collects information from departments to pay all county credit cards monthly, includes correcting account numbers, checking for duplicate payments and verifying that charges are legitimate.
• Communicates with county departments and vendors regarding payments and invoicing.
• Checks vouchers for department signatures as required by statute.
• Scans paid vouchers and uploads them to county’s electronic database.

• Administers time sheet entry, process and issue bi-weekly payroll warrants for all County funds.
• Creates new employees in the payroll system and maintains all pay and applicable codes within employee payroll records.
• Maintains payroll deductions and benefits including federal and state income tax, FICA, Medicare, deferred compensation, flex plan, VEBA benefits, health, dental and life insurance, employee HSA, garnishments and any other county offered benefits.
• Routes payroll deductions, benefits, and reports to appropriate vendors including balancing county share and employee deductions for health and life insurance billings.
• Maintains PERA records and prepares and submits reports.
• Administers the issuing of W-2’s to all County employees, 1099’s to vendors as required and submits related reports to appropriate state and federal agencies.
• Creates and maintains detailed excel spreadsheets as needed.
• Creates and totals payroll ledgers by fund, bi-weekly, quarterly and annually.
• Compiles, prepares and issues reports quarterly and annually to the State, including but limited to, 941 reporting, unemployment and demographic reports.
• Maintains employee dependent information related to health insurance coverage and completes and submits the Affordable Care Acts (ACA) reports annually.
• Audits accrual usage, communicates with department heads regarding discrepancies, makes corrections, and supplies departments with employee accrual balance reports monthly.
• Creates direct deposit file for the bank.
• Answers written requests for employee payroll information from employees and outside agencies.
• Implements federal and state law into disclosure of employee information, not limited to the Minnesota Data Practices Act and HIPPA.
• County POC for payroll vendor for system updates, report revisions, and any other payroll changes effecting the payroll system.
• Works with Human Resources regarding accruals, employees status reports, new hires, terminations and retirees.
• Collects and makes COBRA payments.

           
5% Other Important Duties

• Assists Auditor-Treasurer’s staff with various election duties including election night reporting as needed.
• Attends election training provided by the county in even election years.
• Coordinates office record retention projects and reports data destruction.
• Performs other work as required.

Competencies Common to All County Positions

• Develops, maintains a thorough working knowledge of, and complies with all departmental and applicable County policies and procedures.
• Demonstrates regular and reliable attendance and punctuality.
• Demonstrates by personal example the qualities inherent in public service, excellence, and integrity expected from all staff.
• Develops respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confers regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represents Kanabec County in a professional manner to the public, outside contacts and constituencies.