Accounting Technician - Sheriff's Office

Job Summary

Performs moderately difficult accounting tasks in keeping financial accounts and records, verifying, coding, and data entry into complex software applications; compiling/computing data for reports; processing and maintenance of inmate financial records, and document management. Work requires attention to detail and a very high level of accuracy.

Job Description

ESSENTIAL DUTIES

• Processes moderately difficult payments and AP corrections. 

• Performs a variety of data entry tasks in support of the accounting and finance functions.   

• Assists Accounting and Contracts Management Coordinator with routine, periodic reconciliations and report preparation. 

• Performs a variety of data entry tasks in support of jail accounting and finance functions; performs a variety of complex bookkeeping/accounting transactions related to inmate accounts, financial records, and fees owed. 

• Accountable for the proper handling and tracking of large amounts of cash; responsible for accurate receipting of inmate monies, calculates and collects payments; and prepares monies for deposit to financial institution.  

• Researches problems with billings or payments and makes appropriate adjustments to systems and records. Reviews reports, accounts, forms, bills, and other related materials for completeness, accuracy, and conformity with established procedures. 

• Manages the jail commissary operations and transactions; collaborates with the vendor, resolves issues/problems, and makes timely deposits of money and funds transfers.  

• Maintains accurate inmate accounts to include a variety of deposits (e.g. cash, paychecks, money orders, etc.) and deductions (e.g. Work Release fees, Pay for Stay, Medical Co-Pays, Booking fees, check requests, bail, etc.); reconciles and balances inmate accounts daily. 

• Provides assistance in a variety of administrative functions in support of the work of the jail facility; acts as main reception point for the facility serving a variety of individuals coming to the jail. 

• Processes facility billing, receipts, deposits, and collection of fines, warrants money, and restitution money in a timely fashion and in accordance with Scott County procedures. 

• Assists in the development and implementation of methods and procedures to expedite and improve financial record keeping and reporting functions for the jail. 

• Records and maintains a variety of numerical and statistical records; researches and compiles information from records and prepares reports from data collected to be used for annual budget preparation. 

• Processes pertinent public and confidential information through the use of various computer systems and programs; logs, documents, produces photo copies, and files records. Answers incoming calls, answering general and routine questions, routes calls to proper party or takes messages; maintains knowledge of department and unit functioning in order to receive and direct callers. 

• Maintains appropriate storage and destruction of records. 

• Provides back-up coverage to other county departments, work units, or front desks. 

• Opens, sorts, and conducts a general security review of incoming general mail; distributes and sends out daily mail for inmates and facility business. Handles privileged mail in accordance with facility policy.

• Processes bail and other inmate check requests. Submits and monitors positive pay exceptions through commercial banking software.

• Processes SS Report.

• Works the hours and/or shifts assigned and begins and ends work on time. 

• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of high school plus one year of formal preparation. Three years of experience may substitute for the degree. . A reliable form of transportation for the performance of work responsibilities is required.

PREFERRED QUALIFICATION(S)

Advanced Excel, Microsoft Word, and Lawson experience strongly preferred. Billing experience and ability to multi-task in multiple systems highly desirable

SUPERVISORY CONTROLS
The employee is under general supervision of the Administrative Services Supervisor. The supervisor makes work assignments in the form of verbal or written instructions; work is performed according to prescribed office/accounting procedures. Employee is expected to prioritize work and exercise independent judgment in dealing with unusual/complex circumstances. Work is frequently reviewed for accuracy and compliance through reconciliations and examination of records and reports generated.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of moderately complex accounting concepts, procedures, and applications.

Knowledge of general office procedures.

Knowledge of policies, practices, procedures, and services of the Jail.

Knowledge of state and federal data privacy laws pertaining to law enforcement and state and local guidelines pertaining to accounting practices.

Abilities – Ability to efficiently and accurately perform data entry tasks.

Ability to prepare accurate written reports.

Ability to assemble and maintain written records.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Ability to effectively communicate with people both in person, and over the phone, who may also have limited English-speaking skills, and who may become agitated and angry.

Ability to accurately perform data entry tasks, typing, and/or keying information.

Ability to respond to public requests and/or complaints in a timely, tactful, and confidential manner.

Ability to respect and maintain the confidentiality of current and former inmate records and private data.

Ability to make moderately complex mathematical computations rapidly and accurately.

Ability to understand and follow moderately complex oral and written instructions.

Ability to work without close supervision.

Ability to establish and maintain effective working relationships with others, including employees, criminal justice agencies, and the general public and/or their representatives.

Ability to handle multiple, complex tasks simultaneously.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. 

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.