POSITION:  Accounts Payable Clerk

DEPARTMENT:  Infrastructure, Planning and Growth

SALARY: Up to $46,666 annually

STATUS:  Full Time

FLSA STATUS:  Non-Exempt

To perform this position successfully, an individual must be able to perform each essential function. The requirements listed in this document are representative of the knowledge, skill, and/or abilities required. St. Joseph County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.

Essential Functions

• Review invoices, statements, weigh tickets, and supporting documentation for accuracy, coding, approvals, and completeness; prepare and process claims for payment.
• Maintain and reconcile departmental and Surveyor financial records, including transactions, receipts, disbursements, fund transfers, and routine financial reports.
• Track unpaid invoices, uncashed checks, overdue accounts, and other outstanding items; research discrepancies and coordinate follow-up with vendors and County offices.
• Maintain vendor records and assist with vendor setup, credit applications, and required procurement documentation.
• Prepare Reports of Collections and quietus documentation; verify and balance receipts and coordinate deposits with the Treasurer and Auditor.
• Respond to vendor, staff, and public inquiries regarding invoices, payments, billing, and account status; prepare interdepartmental billing when applicable.
• Assist with annual budget preparation, maintain organized financial files, provide routine administrative support, and perform related duties as assigned.
• High school diploma or GED; bookkeeping, accounts payable, or related financial administrative experience preferred.
• Working knowledge of basic accounting and financial recordkeeping principles.
• Proficiency with Microsoft Office, particularly Excel and Outlook, and ability to learn County financial and business software.
• Ability to perform financial calculations accurately, review detailed documentation, identify discrepancies, and manage multiple deadlines.
• Ability to communicate professionally, work independently and as part of a team, and maintain confidentiality in accordance with applicable requirements.

Minimum Qualifications

• High school diploma or GED; bookkeeping, accounts payable, or related financial administrative experience preferred.
• Working knowledge of basic accounting and financial recordkeeping principles.
• Proficiency with Microsoft Office, particularly Excel and Outlook, and ability to learn County financial and business software.
• Ability to perform financial calculations accurately, review detailed documentation, identify discrepancies, and manage multiple deadlines.
• Ability to communicate professionally, work independently and as part of a team, and maintain confidentiality in accordance with applicable requirements.

Preferred Experience

Five (5) years of bookkeeping, accounts payable, or closely related experience is preferred. Governmental or similarly regulated financial experience is desirable.

Work Relationships

Reports to the Office Manager and supports the County Engineer, Area Plan Commission Executive Director and Economic Development Executive Director and County Surveyor. Regularly coordinates with County departments, vendors, consultants, and the public.

Physical Requirements and Work Environment

Work is performed primarily in a standard office environment and requires regular computer use, sitting, close visual attention, and verbal communication. Occasional lifting of office materials up to 25 pounds and extended hours may be required.

Additional Information

This position is subject to St. Joseph County policies and procedures. Reasonable accommodations may be made for qualified individuals with disabilities to perform the essential functions of the position, unless doing so would cause undue hardship.