Accounting Clerk

Department:                                 Circuit County Clerk

Position Control Number:          0101-079

FLSA Status:                                  Non-Exempt; position is eligible for overtime

Safety Sensitive Designation:    This position is not designated as safety-sensitive.

Random Drug/Alcohol Test:       No

Opening Date:                              January 28, 2025                          

Closing Date:                                February 3, 2025  at 11:59 PM

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY:  Responsible for the daily receipt, balancing, and depositing of funds received for fines and fees within the division and the provision of assistance with the accounting and reporting procedures for accounts maintained within the Circuit County Clerk’s Office.

ESSENTIAL JOB FUNCTIONS:

• Receives payments by mail and in-person; posts into the computer system.
• Opens new child support accounts by entering information from court orders into the Contexte software system.
• Receives listing from the bank of child support payments automatically withdrawn from bank accounts (EFTs); posts to proper child support accounts and prints checks to send to the recipient.
• Completes paperwork to initiate a stop payment for lost checks; obtains recipient’s signature.
• Completes correspondence to the payer for insufficient checks; forwards to Prosecutor’s Office as needed.
• Maintains files of envelopes for those child support payment recipients that supply them.
• Reconciles bank statements for various court accounts on a monthly basis.
• Prints checks; balances total printed with accounting records; distributes monies via mail or direct deposit using banking software.
• Prepares reports reflecting total collected and balances cash amount daily with receipts.
• Prepares daily bank deposits for various court accounts.
• Completes forms to set up direct bank deposit of child support payments into the computer at the request of recipients; enters code into to computer to initiate the process through bank software.
• Makes copies of payment records as requested by the public; collects fees accordingly.
• Generates, prints, and mails administration fee notices on all child support cases.
• Submits fees collected to Accounting Supervisor.
• Print and fax payment records requested by OCSE and other government offices; respond to Verifications of Public Assistance.
• Balances daily general receipts and fine collections including fees, fines, trusts, marriage licenses, bonds, and restitution; maintain a ledger of amounts received.
• Assists with the depositing and disbursement of the trust fund and restitution money as directed by court order; computes interest prior to disbursement.
• Maintains ledger and computer records of bond amounts posted for all criminal cases; computes fee amounts prior to distribution.
• Prepares disbursement checks for trust funds and bonds as directed by court order; obtains authorized signature prior to release; prepares court orders for Judge’s signature to disburse unclaimed funds to the State.
• Responsible for maintaining and disbursing change for six offices in the Pulaski Circuit and County Clerks' office. 
• Maintains payroll and leave time records for departmental staff and Board of Equalization; completes payroll worksheets.
• Answers questions concerning bond and trust payments and disbursements and related areas.
• Distributes payment receipts to Court Clerks to recall warrants.
• Prepares and sends out cost bills; performs fine removals.
• Assist Probation Officers with fines and court costs.
• During major elections, may provide telephone support to poll workers.

SECONDARY DUTIES AND RESPONSIBILITIES:

• Performs other duties as required.

PERSONNEL SUPERVISED:   None

WORKING CONDITIONS:   Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• • Considerable knowledge of accounting/bookkeeping theories, principles, and practices.
  • Considerable knowledge of laws and ordinances governing disbursement and handling of fines, fees, and funds within the Circuit County Clerk’s Office.
  • Good knowledge of accounting and bookkeeping software.
  • Ability to count money and verify large sums of money.
  • Ability to maintain detailed and accurate numerical records.
  • Ability to prepare detailed financial reports.
  • Ability to make complex mathematical computations accurately.
  • Ability to provide excellent customer service. 
  • Ability to read and interpret court orders.
  • Ability to maintain discretion regarding privileged information.
  • Ability to attend work regularly and reliably. 
  • Skill in the operation of a computer.
  • Skill in the use of Microsoft Word and Excel.
  • Skill in the operation of a calculator.

 PHYSICAL REQUIREMENTS:

• • Digital dexterity is sufficient for the operation of a keyboard and mouse.
  • Visual acuity is sufficient for normal office activities, including the use of a PC.
  • Ability to effectively communicate orally.
  • Ability to lift and carry loads up to 25 pounds.

EDUCATION AND EXPERIENCE:

Completion of college-level or business school coursework in Accounting, Bookkeeping, Business Administration, or a related field; considerable experience in bookkeeping, accounting, or financial record keeping; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.