Administrative Clerk III - Accounting

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Administrative Clerk III - Accounting

Salary

$20.53 - $27.78 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2024-00082

Department

Clerk of Courts

Opening Date

07/05/2024

Closing Date

7/19/2024 5:00 PM Central

• Description

• Benefits

An Equal Opportunity Employer

Position Summary

This position is responsible for financial and accounting support functions in the Clerk of Courts Office. This position works under moderate supervision and exercises independent judgment in performing various financial record keeping functions.

SCHEDULE

Days: Monday - Friday

Work Hours: 8am - 5pm

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.0

Applications are being accepted from current Walworth County employees and members of the public.

Essential Duties and Responsibilities

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Manage all accounting operations for the Clerk of Courts department based on accounting principles. Collect, analyze and summarize account information. Audit financial transactions and document accounting control procedures. Develop and document business processes and accounting policies to maintain and strengthen internal controls.

Access, enter and retrieve data on the specialized Circuit Court Automation Project (CCAP) computerized accounting system.

Perform data entry; post receipts and other information to various accounts and funds. Consolidate drawer receipts and prepare bank deposit daily. Maintain cash box with proper bills and coins needed for receipt drawers.

Balance several petty cash accounts within the Clerk of Court's office. Balance all cash, checks, and credit card transactions daily to the receipts written and deposit the funds received.

Set up and maintain new general ledger accounts as new Statutes are ordered by the State.

Monitor and update interest or penalties on all investment accounts.

Process all NSF check and credit card returns as they occur. Prepare account related spreadsheets as necessary. Prepare vendor pay vouchers.

Perform necessary adjustments such as voiding receipts and checks, forfeiting bond money, applying bond money to fines and forfeitures and adjusting money receipted into proper accounts. Process and input daily cash receipts and prepare necessary related reports.

View Daily Deposit Transfer Report for money to be refunded. Prepare payables for disbursing by performing necessary adjustments and descriptions. Prepare daily deposits and post appropriate journal entries.

Prepare and distribute checks for court cases. Docket check disbursement information in cases and bank system. Prepare and mail checks with necessary remittance attachments.

Prepare financial, accounting and statistical statements, analyses, documents and reports; assist other accounting staff and management in the preparation of reports; gather and organize data.

Perform a variety of clerical accounting and financial duties following prescribed rules, regulations and procedures in areas including accounts receivable, accounts payable, collection and cash management.

Process and maintain day-end reports. Maintain daily bank balances.

Prepare, maintain and/or verify a variety of accounting, financial and statistical records, ledgers, logs and files; gather, assemble, tabulate, enter, check, verify, balance, adjust, record, and file financial data; code data according to prescribed accounting procedures. Reconcile monthly bank statement.

Gather information from clerks; verify accuracy of information and research discrepancies.

Review information to ensure accurate reporting; resolve discrepancies; establish and maintain various files and records.

Run end-of-month reports and process end-of-month checks. Distribute checks and reports to proper departments or agencies. Compile reports to complete year-end audit.

Conduct and support year-end close process.

Prepare list of outstanding checks and unclaimed money every other year for County Treasurer to publish.

Perform special projects; study, collect and compile statistical and financial data for special reports, as directed.

Perform a variety of general office support functions including typing, record keeping, proofreading, and forms and report generation.

Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.

Research, retrieve and process financial information as requested by supervisor for budget preparation, and as requested by the Finance Department for annual audits.

Keep information confidential and secure. Keep up with financial policies, regulations and legislation.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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 functions.

Education and/or Experience

High School diploma plus one additional year of formal preparation in accounting; and two to three years of relevant experience. Proven experience in ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume as well as ability to apply concepts of basic algebra and geometry. Proven experience in legal and financial terminology. Proven proficiency and expertise in using Excel spreadsheets; proven track record of excellent organizational and analytical skills and precision in working with details. Experience using Consolidated Court Automation System (CCAP) software and knowledge preferred.

Interactions & Communication

Responds to requests and initiates contacts to exchange basic or general information with others.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or the work unit within the department and information is provided with additional research and observations which contribute to the decision making process.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools and Equipment Used

Typewriter Copy Machine

Telephone FAX Machine

Calculator Personal Computer/Printer

Micro Imaging Machine Microfiche Reader and Copier

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 functions.

The noise level in the work environment is usually moderate.

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 functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision; depth perception, and ability to adjust focus.

Selection Process

TO INCLUDE:

Formal Walworth County Electronic Application

Education & Experience Review

10-Key Test (6,000 kph)

Data Entry Test (6,000 kph)

Typing Test (40 wpm)

Record Locating Test (70%)

Sentence Clarity Test (70%)

Spelling Test (70%)

Microsoft Word 2016 Test (70%)

Microsoft Excel 2016 Test (70%)

Written Exam (70%)

Oral Department Interview

Reference Check

Background Check

Post Offer Physical Exam

Drug Screen

Other job related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

H - Non-Represented Hourly Employees

BARGAINING UNIT: Non-Represented Hourly Employees Hired on or after January 1, 2012

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible. You are eligible for overtime or compensatory time in accordance with provisions of the Fair Labor Standards Act.

SCHEDULED TIME OFF: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. As a full-time employee you earn scheduled time off (pro-rated for part-time) equivalent to the following:

10 days per year after 1 year of Walworth County Service

15 days per year after 5 years of Walworth County Service

20 days per year after 15 years of Walworth County Service

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $25,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & employee shall pay 33% of the premium.

Vision Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-881-5462 for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

Agency

Walworth County

Address

P.O. Box 1001 100 W. Walworth Street Elkhorn, Wisconsin, 53121

Phone

262-741-7950

Website

http://www.co.walworth.wi.us

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