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Auditor's Office - Meetings Clerk / Claims

Vigo County, Indiana
Terre Haute, IN Full Time
POSTED ON 1/6/2025 CLOSED ON 1/7/2025

What are the responsibilities and job description for the Auditor's Office - Meetings Clerk / Claims position at Vigo County, Indiana?

Auditor's Office Deputy Auditor Meetings Clerk / Claims

Salary : 22.71 per hour

Reports to : Chief Deputy Auditor

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

ESSENTIAL FUNCTIONS

  • Processes claims for all 45 County departments prior to data entry into software, checking for correct fund and account numbers, amounts, vendor information, invoices, receipts, supporting documentation, W-9's, delinquent property taxes, and compliance with State Board of Account rules.
  • Contacts appropriate departments for incorrect claims for correction or clarification; processes claims into software for payment, including checking fund availability, totaling each batch balancing, printing checks, sorting and mailing to vendors; scans processed claims and files hard copy in computer by department; maintains vendor W-9's, including keeping files for all vendors, verifies new W-9 with IRS, checking records against IRS records.
  • Contacts vendor when issues arise; generates report weekly for claims paid, including payroll, for submission to Commissioners; processes quietuses as needed, including checking Report of Collections and Redemptions for errors, entering data software and distributing quietuses to Treasurer and Departments; assists various departments with questions regarding rules and appropriations for claims; retrieves outgoing mail and distributes incoming mail.
  • Attends and records all Commissioner meetings, including Rezoning and Bid Opening, and creates and distributes minutes of each meeting; maintains records of each meeting; maintains all original contracts / leases / Resolutions / Ordinances / documents approved and signed by Commissioners; maintains all original bid materials / packets; interacts frequently with Commissioners, County Attorney, and County employees.
  • Attends and records all County Council meetings; transcribes / creates and distributes minutes for each meeting; receives Requests of Council from all County departments; arranges advertising of meetings; prepares Ordinances and / or Resolutions; prepares, copies, assembles / distributes meeting packets; maintains records of original documents and minutes approved by Council; interacts frequently with Council members, Council Administrator, Council Attorney and County employees.
  • Attends and records all Capital Improvements Board meetings, including Finance Committee meetings, and creates and distributes minutes of each meeting; maintains records of each meeting; maintains all original minutes / Resolutions approved and signed by the Board; interacts frequently with all Board members, Board Attorney, and company representatives involved in the capital improvements.

MINIMUM QUALIFICATIONS

  • High school diploma or GED and moderate experience.
  • Working knowledge of and ability to comprehend and correctly use a variety of informational documents, including tax statements, tax refund claim forms, abstract forms, deductions, exemptions and appeals forms, tax abatement forms, various other forms, reports, and records.
  • Working knowledge of and ability to comprehend a variety of reference books and manuals, including, but not limited to, policy manual, Indiana Code, Auditor's manual, County bulletins, computer and software handbooks / manuals.
  • Knowledge of Standard English grammar, spelling and punctuation, and ability to prepare deductions, tax statements, claim forms, abstract forms, correspondence and other job related forms and documents.
  • Ability to effectively communicate orally and in writing with co-workers, other City / County departments, State Board of Accounts, State Auditor, software vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
  • Ability to provide public access to or maintain confidentiality of department records and information according to state requirements.
  • Ability to compare or observe similarities and differences in data, analyze and evaluate data, and compile, collate or classify data.
  • WORKING CONDITIONS

    The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • Employees sit most of the time but may walk or stand for most of the time.
  • This classification involves physical agility requirements such as : climbing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, repetitive motions and manual dexterity.
  • Sensory requirements include standard vision requirements, ability to convey detailed or important instructions to others accurately, loudly or quickly and standard hearing requirements - hear information at normal spoken word levels.
  • Ability to occasionally work extended, weekends, and / or evening hours, and occasionally travel out of town for conferences / training, sometimes overnight.

    Salary : $23

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