Bookkeeper/Probate Estates Deputy Clerk

Job Title: Bookkeeper/Probate Estates Deputy Clerk

Department: Clerk of Courts

Reports To: Clerk of the Courts/ Circuit & Superior Chief Deputy

Status: Full-time

Principal Function: To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Adams 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 the accommodation would present an undue hardship. Incumbent serves as Bookkeeper for the Adams County Elected Clerk, responsible for maintaining accounting records, producing financial reports, and ensuring compliance with Indiana State Board of Accounts and state statute legal reporting requirements.

Essential Duties and Responsibilities: Duties include, but are not limited to:

1. Oversees the Office daily financial transactions, including accounts receivable, accounts

payable, adjustments, general ledger entries and trouble-shooting financial inaccuracies.

2. Receives and processes various payments and posts to appropriate court cases, within the State’s court case management system (Odyssey) including garnishments, judgments, restitution, and court fees and costs.

3. Posts and balances receipts and disbursements in various Case Management systems (Odyssey, ISETS).

4. Retrieves reports daily for all online payments including credit and debit cards and e-filed case payments, posts, and processes transactions accordingly.

5. Interprets and verifies court documents such as court orders, pre-trial diversion agreements and traffic tickets, to assess fees or apply bond.

6. Counts cash from previous business day, creates deposit, and deposits checks, cash, and money orders in bank account. Creates daily audit reports, verifying all receipts, monies, and disbursements are balanced.

7. Posts daily receipts and disbursements to the daily cash balance for each case management system (Odyssey, ISETS). Posts items held in trust in the Clerk’s Trust Register.

8. Prints, sorts, verifies amounts, scans, and mails checks daily from the previous day’s ISETS and Trust accounts.

9. Reviews online bank account records daily, reconciling check and ACH deposits and verifying balances and posted items.

10. Research destroyed, or lost checks issued by the Clerk’s Office and issues Stop Payment orders

with bank.

11. Prepares for the Elected Clerk, monthly and yearly reports of funds collected, cash book balances, bank statements, bank reconcilements, and list of outstanding checks for the monthly and yearly Gateway reporting. Prepares itemized report of funds collected, files report with County Auditor and disburses funds by issuing check to County Treasurer.

12. Manages month-end closing by reconciling banks accounts and preparing state required reports and filing reports with the County Auditor, including Odyssey, ISETS, and Trust accounts. Maintains complete filing system to support financial records.

13. Prepares itemized report of Continuing Education funds collected for various law enforcement agencies, transmits report and completed general claim form to law enforcement agencies for claiming their share of funds from the County Auditor.

14. Prepares annual report of unclaimed funds held by Clerk’s Office and submits report as required by statute. Transmits funds via ACH from the appropriate Clerk’s bank account.

15. Prepares report for semi-annual settlement with the state as required by statute. Transmits the

16. court costs due to the state via ACH from the appropriate Clerk’s bank account to the State

Auditor.

17. Calculates and communicates payoffs for judgments, which may also include adding additional interest. Maintains tracking system for release of judgements and final payment distribution.

18. Discusses with case type deputy to track delinquent case fees and fines and assesses late charges when applicable. Maintains list of delinquent accounts and sends delinquencies to Collection Agency.

19. Manages annual State Board of Accounts audit of Clerk’s Office.

20. Arranges, stores, scans, saves, transfers, destroys Clerk’s Office financial records in accordance with Indiana Archives and Records Administration Retention Schedules.

21. Prints and distributes various checks daily, such as garnishments, judgments, and restitution.

22. Prepares and mails correspondence regarding payment problems and notices of final payments and communicates with banks for stop payment or reissue checks as appropriate, or to correct errors.

23. Discuss with case type deputy to process bonds and bond refund requests after approval by courts, including verifying identity, and applying funds to court costs and fines per order or after prosecutor bond release.

24. Balances and reconciles cash, checks, and credit card payments daily, and reports overages or shortages, and assists with balancing and correcting errors in Main Office Clerks’ drawers as needed. Reconciles financial records monthly, including reconciling various computer records with bank statements, and preparing, printing, and distributing various reports as required. Prepares or assists in preparing and distributing quarterly reports as required.

25. Performs year-end functions, such as reconciling various computer and manual records, and forwarding funds to Indiana Attorney General as required.

26. Processes the Circuit Court probate and estate type cases.

27. Completes administrative duties to include: attending meetings, reviewing statistics and reports, completing various reports, answering inquiries, etc., as needed.

28. Review W-9 Forms from law firms.

29. Maintains an effective communication process with the Clerk of Courts and Chief Deputy.

Supervisory Responsibilities: This job has some supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

County-related Competencies: To perform this job successfully, all employees working in the County should demonstrate the following competencies:

• Attendance/Punctuality/Dependability - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time; Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Citizen Service - Manages difficult or emotional Citizen situations; Responds promptly to Citizen needs; Solicits Citizen feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Professionalism/Teamwork/Interpersonal Skills -Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Balances team and individual responsibilities; Exhibits objectivity and openness to others' views and tries new things; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Focuses on solving conflict, not blaming; Maintains confidentiality.
• Oral and Written Communication – Speaks clearly and persuasively in positive or negative situations; Listens to others without interrupting; Keeps emotions under control; Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Job-related Competencies – To perform this job successfully, employees in this job should demonstrate the following competencies:

· Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Practical knowledge of bookkeeping and accounting principles, practices, standards, laws, and regulations and ability to perform arithmetic calculations, maintain and reconcile accurate financial records, and prepare periodic reports. - Practical knowledge of and ability to calculate, post, and manage accounting figures and financial records and ability to pay attention to detail, accuracy, and demonstrate problem resolution skills, including identifying, analyzing, and correcting issues pertaining to financial entries.

· Adaptability - Adapts to changes in the work environment; Manages competing demands; changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events.

· Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; supports and explains reasoning for decisions; Includes appropriate people in decision- making process; Makes timely decisions.

· Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.

Education and/or Experience: High school diploma or general education degree (GED); degree in accounting, finance or business administration is desired and three-years related experience and/or training; or equivalent combination of education and experience.

Other Skills and Abilities: The following skills and abilities are either required or desired.

· Computer software skills required include: Microsoft Outlook, Word, Excel, PowerPoint, Odyssey, TYLER, Indiana Support Enforcement Tracking System (ISETS), Child Support Resource Website (CRS), Doxpop, INcite, USPS, IDOC, IN.GOV, IN, PayGov credit card online system payments, Attorney Roll and Adobe Acrobat.

· A working knowledge of the legal process of the Indiana Rules of Court and legal terminology is required.

· A working knowledge of the procedures of the Infraction Deferral Program and Pre-Trial Deferral agreements is required.

· Paying close attention to detail is required.

· The ability to understand and comply with the retention schedules outlined in the Indiana Rules of Court is required.

· The ability to maintain confidentiality of court proceedings is required.

· The ability to effectively communicate on a one-on-one basis with the public is required.

· The ability to work with other County offices internally and externally, to resolve citizen issues is required.

· The ability to attend meetings, webinars and seminars as requested is required.

· The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is desired.

· The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required sit; use hands to finger, handle or feel, and reach with hands or arms; and talk or hear. The employee is frequently required to stand; or walk. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl, and taste or smell. The employee must frequently lift and or move up to 25 pounds.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee occasionally is exposed to working near moving mechanical parts and the risk of electrical shock when working with office equipment and outdoor weather conditions. The noise level in the work environment is usually quiet to moderate.

While the offices of Adams County are usually open from 8:00 a.m. to 4:00 p.m., Monday through Friday, this position may require work beyond these hours and on the weekends. A valid driver’s license is required.

Pay: From $20.40 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• 457(b)
• Bereavement leave
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid jury duty
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person