Court Administrative Assistant - Finance

SUMMARY

Performs a variety of complex administrative accounting and financial tasks under the general direction of the Deputy Court Administrator. Serves as the principal financial specialist for the District Court, overseeing the design, preparation, and maintenance of court accounting systems and financial record-keeping activities. Considerable independence is allowed in selecting work methods and presentation format. Supervision of others may be exercised for specific project activities.

Note: An (*) denotes duties or responsibilities judged to be "essential job functions" in terms of the Americans with Disabilities Act (ADA)

Financial Management

• Reviews all invoices and submits payment requests to the City *
• Prepares and processes monthly transmittal and payment of revenue to County and State authorities *
• Processes grant money received from city, county, and state *
• Manages banking relationships, including monitoring deposits, fees, account charges, and fraudulent activities *
• Administer procedures that provide for an adequate accounting and internal control system designed to provide reasonable assurance in the following areas: 1) effectiveness and efficiency of operations, 2) reliability of financial reporting, and 3) compliance with laws and regulations *
• Analyzes case management reports to ensure accountability and accuracy *
• Records and reconciles Secretary of State, crime victims, and highway safety fund fees *

Record Maintenance and Auditing

• Maintains records of bond and fiduciary accounts, court expenditures, revenue, and court equipment *
• Reconciles all court bank accounts and prepares associated reports *
• Audits court financial records and meets with external auditors *
• Reviews audit reports with administrators and implements recommendations *
• Maintains P-Card Billing *

Equipment Management

• Manages equipment purchasing and maintenance: * 
  1. Coordinates purchasing under vendor contracts
  2. Monitors equipment use
  3. Manages vendor repairs
  4. Reviews contract costs
  5. Research cost reduction methods
  6. Evaluates system upgrades and purchases

Financial Systems Management

• Researches financial management and accounting principles *
• Creates and maintains computer financial programs *
• Analyzes accounting-related computer processing procedures *

Payroll Administration

• Manages payroll operations: * 
  1. Processes payroll through City system
  2. Tracks employee paid personal leave
  3. Manages vacation, sick, and compensatory time records
  4. Maintains Judicial Timesheet
  5. Handles employee payroll inquiries per union contracts

Additional Responsibilities

• Demonstrates regular and predictable attendance, including attendance at required meetings.  
• Contributes to the efficiency and effectiveness of the Court’s services to its customers by participating as an active member of the team. 
• Performs additional duties as assigned by Deputy Court Administrator, Clerk of the Court, Court Administrator, or Chief Judge.

QUALIFICATIONS

• Bachelor's degree in accounting, information systems, or a related field  
• At least two (2) to four (4) years of accounting experience including financial statement preparation, internal control and audits, detailed analysis, investigation, and reconciliation of large amounts of data available through computer systems' reports, inquiries or downloads  
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities 

The qualifications listed above are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties of the job. 

WORK REQUIREMENTS

• Proficient with office equipment (photocopier, fax, printer, calculator, computer)

• Strong computer application knowledge
• Extensive knowledge of: 
  1. Court case management software (financial components)
  2. City accounting software
  3. Court and City financial procedures
  4. Budget management
  5. Revenue and expenditure codes
• Court revenue distribution
• Strong written and verbal communication
• Ability to follow direction and supervision
• Independent decision-making capabilities
• Effective relationship building with court employees, city officials, government agencies, community organizations, and public
• Complex record-keeping and reporting
• Understanding of office procedures
• Sound ethics and good judgment
• Proper grammar, style, and punctuation

PHYSICAL REQUIREMENTS

Frequently required to sit, stand, talk, or listen.  Frequently required to operate phones; walk; use hands to finger; handle or feel objects, tools, or controls; and reach with hands and arms. May be subject to sitting or standing for prolonged periods, reading reports, forms, and documents.  Specific vision requirements include close vision and ability to adjust focus.  May occasionally lift and/or move up to 25 pounds.

ENVIORNMENTAL CONDITIONS

Noise level usually quiet.  Temperature may fluctuate.  Open office environment with limited privacy.

This position description does not constitute an employment agreement between the 61^st District Court and the employee and is subject to change by the Court as the needs of the Court and requirements of the position change.

Salary : $67,626 - $86,328