SUMMARY:

Under direct supervision, performs a variety of activities designed to provide accounting support such as financial and/or fiduciary accounting, grant accounting, monitoring court revenue, preparation of journal vouchers to formal accounting records, prepares financial reports, budget requests and projections, performs collection performance analysis, working with child support financial systems, statistical reporting and other duties as required. Employees in this title are expected to maintain a professional appearance and demeanor.

ESSENTIAL FUNCTIONS:

•Performs accounting functions such as maintaining financial records, developing and documenting recommendations for improving accounting systems and procedures, reconciling accounts, processing child support payment collections, court related payments, suspense accounts, future support, disbursements, controlling inventory, auditing cash receipts and/or financial transactions and records, estimating revenues and/or expenditures.

•Prepares grant invoices and/or reimbursement billings as outlined in the grant award and determines allowable costs in accordance with applicable federal and state laws, guidelines, rules and regulations; including but not limited to the requirements outlined in the grant award.

•Analyzes court business units, including grant programs beginning at pre-award through the end of the funding period, by evaluating, assessing, and developing spending strategies for programs via collaborative efforts with program contacts, granting agency, court budget analyst, etc.

•Reconciles bank accounts, deposit in transit accounts, general ledger accounts; prepares required journal entries to ensure proper posting to appropriate general ledger accounts, and ensures revenue recorded is complete and accurate. 

•Monitors accounts receivables and collections, i.e. court revenue for all Court business units. Reviews and monitors collections receipted by the County Clerk on behalf of the Court. 

•Prepares reviews, analyzes and/or authorizes journal vouchers for accruals, transfers, payroll, close-out, adjustments, etc. 

•Prepares and oversees the preparation of various internal financial reports and/or schedules (monthly, quarterly, annual and/or final close-out). Participates in year-end close-out procedures as they relate to general ledger and grant requirements. Participates in the gathering of data for preparation of the Court Cost Plan. 

•Prepares budgets, amendments, line item transfers, and projections and monitors budgeted line items, including payroll fringe rates.

•Ensures all required documentation for purchase of goods, services and/or equipment are in compliance with funding requirements and properly allocated to appropriate funding source, and inventory of grant-funded equipment through involvement in contract process, acting as liaison between vendors, funding source, and Court staff. 

•Prepares and processes payroll accounting, including but not limited to regular hours, overtime, fringe costs (e.g. social security, life insurance, health insurance, and retirements). Verifies that salary and fringe benefit costs reflected in general ledger are proper. Verifies that entries to subsidiary financial and grant ledgers are proper. Ensures that position control 

changes and payroll designations are accurate and/or facilitates grant and general ledger accounting.

•Facilitates payments to State Retirement System for those employees hired prior to court reorganization. Collaborates with State Retirement Board and tracks legislative retirement changes to ensure proper payment on behalf of court employees.

•Assists the Collection Coordinator in collection activities designed to enforce reimbursement of Court-ordered fines and fees. Performs ongoing review and processing of certain financial assessments at a case and system level to ensure the Court’s compliance with the State Court Administrative Office Court Collection Components.

•Conducts financial evaluations to determine litigants’ ability to pay, authorizes negotiated amounts owed to the court, initiates State tax offsets, uses a locator service(s) to help maintain accurate contact information for litigants, and refers delinquent accounts to third party collection agencies. 

•Prepares performance and trend analysis of third party court revenue in order to determine effectiveness of collection tools, including but not limited to aging reports, payment/adjustments and assessment reports, past due debts, etc. 

•Reviews and monitors third party collection agency performance to ensure compliance with contract; reconciles vendor invoices submitted by the third party collection vendor and ensures accounts submitted to third party collection vendor are accurate.

•Reviews, monitors and resolves complex financial adjustments, complaints and errors on accounts, i.e. child support or court ordered assessments of fees and fines, make whole requests, etc. Responds to notifications from courtrooms, Court staff, the public, administration, and outside agencies regarding adjustments, corrections, waivers, or release/hold of payment, etc. 

•Assists in maintaining current knowledge of organizational policies and procedures, financial systems, federal and state policies and directives, and current accounting standards.

•Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree from an accredited college or university in Finance, Accounting or related field
• Two (2) years of professional accounting experience within the last five (5) years.
• General knowledge of government finance, budgeting and auditing, database and accounting computer application systems.

OR

• Seven (7) years of professional accounting experience within the last ten (10) years.
• General knowledge of government finance, budgeting and auditing, database and accounting computer application systems.

• Proficient in the use of Microsoft Excel and experience using MS Office

KNOWLEDGE, SKILLS, AND ABILITIES:

•Ability to apply general rules to specific problems to produce positive results.

•Ability to inquire and respond to questions and to explain Court procedures to internal and external customers in a courteous and professional manner.

•Ability to communicate information and ideas effectively, so that others can understand.

•Ability to deal calmly and effectively in high stress situations.

•Ability to establish and maintain effective working relationships with coworkers, employees, officials and external contacts.

•Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.

•Ability to meet and interact with the public and deal courteously and effectively with their questions or problems, seeking assistance when needed.

•Ability to operate office equipment.

•Ability to understand and carry out instructions and to request clarification when needed.

•Ability to use logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

•Excellent organizational skills and the ability to work independently.

•Excellent communication skills.

•Skill in managing one’s own time; simultaneously coordinating multiple projects and complex tasks while meeting deadlines.

•Working knowledge of Court processes and procedures.

WORK ENVIRONMENT:

•Normally a typical customer service office environment with minimal exposure to excessive noise.

•Employees in this title may encounter individuals who may be under duress.

PHYSICAL REQUIREMENTS:

•Must be able to remain in a stationary position for long periods of time to perform job functions.

•Ability to detect, create and interpret documents.

•Operate a computer and other office machinery, items or equipment.

•Position self to move from one place to another.

•Communicate with clients, co-workers, and others.

LICENSES, CERTIFICATIONS OR SPECIAL REQUIREMENTS:

•Candidates considered for placement in this job title will be subject to a criminal and/or IV-D background investigation and subsequent fingerprinting every five (5) years.

The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this description. Specific job duties vary from position to position.

Notes: 07/31/2013Updated for Qualifications

06/13/2014Updated for Content

05/05/2016Updated for Content

08/09/2016New Title (Replaces Finance and Grants Analyst)

10/30/2017Updated for content and format

12/07/2021Updated for content

01/24/2023Updated Qualifications

 04/26/2024 Updated for content