The posting
This position provides a full range of accounting functions, business support and collections duties for the clerk of courts office. This position processes, monitors and reconciles funds for court fines, fees and other costs and disburses funds to the state, county and other municipalities as well as attorneys and the public. This position also monitors and maintains outstanding court ordered fees, reimbursements and monitors all trust account records. This position assists in the administration of the standard operation policies and procedures of the clerk of courts per Wisconsin Statutes §59.40, § 753.30 and § 814.60 to § 814.63
Applies uniform accounting systems to bookkeeping and recordkeeping. Processes, monitors, delinquent accounts independently. Creates spreadsheets for statistical reporting, maintains statistics on payment plans and other court collection methods. Reconciles and records all daily financial activity of the office, including making sure all funds are in the correct accounts, performing adjustments when needed to apply funds to cases or move money to different necessary accounts for case management purposes. Reconciles financial transactions, creating month-end, quarterly and year-end reports for the purpose of examination by the auditors and to aid the Clerk of Court in creating and managing the department’s budgets and completing annual reports for submission to the State of Wisconsin. Work with DOC to review reports and create civil judgments as necessary. Makes monthly adjustments and calculations for sales tax, interest received by interest bearing accounts, bank charges, drug buy money, etc. and reports to the appropriate department. Issues checks for refunds of bonds posted, restitution to victims of crimes, refunds for overpayments, funds for title transfers and 3rd party buyers on sheriff's sales, guardian ad litem payments, and any other types of payments authorized by the courts. Reconciles bank statements; opens and closes court-ordered trust accounts; responsible for all month end, quarterly and annual reports and submitting to the appropriate agencies. Initiates, maintains, and reconciles Trust Accounts and compiles Unclaimed Funds list for publication. Maintains, compiles and prepares all court related billing vouchers for payment to individuals, departments and other agencies. Disburses monies collected. Monitors and reconciles multiple electronic payment systems used by the Clerk of Court office with notifications being provided to any other affected departments. Monitors and reconciles all Guardian Ad Litem and Court appointed Attorney accounts. Assists independent auditors with year-end reports processed by the Clerk of Court office. Recommends modification to procedures pertaining to financial policies, changes in state laws, statutes, ordinances and CCAP software. Performs case management duties for department as needed including scanning and using any electronic filing system Performs back up duties for customer service in the Clerk of Courts office. Other duties as assigned.
Knowledge, Skills, and Abilities
Knowledge of governmental accounting methods, procedures, and financial practices.
Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
Knowledge of standard and legal office practices, procedures, and clerical techniques.
Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes.
Skill to take notes and accurately incorporate essential details in preparing legal documents. Ability and skill to prepare Court documents in a timely and accurate manner.
Knowledge of administrative policies and procedures of the County.
Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Ability to establish and maintain accurate records of assigned activities and operations.
Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations. Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
Ability to think quickly, maintain self-control, and adapt to stressful situations.
Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
Ability to perform mathematical calculations required of this position. Ability to understand and effectively carry out verbal and written instructions.
Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations. Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
Ability to handle sensitive interpersonal situations calmly and tactfully.
Ability to maintain effective working relationships with individuals within and outside the organization. Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of open records laws.
Ability to work the allocated hours of the position and respond after hours as needed.
Required Education, Experience, Licensing, and Certifications
Associates Degree in accounting or related field and four (4) years’ experience in accounting, bookkeeping, banking, or related experience.
Previous work experience must include direct contact customer service. Successful completion of a criminal background check.
