Accounting Services Coordinator

Ozaukee County•Port Washington, WI

3d•$27 - $37•Onsite

About The Position

The Accounting Specialist performs a variety of routine, complex, and highly responsible accounting/fiscal-related operations in the preparation, maintenance, and processing of accounting records and financial transactions. Regularly exercises independent judgment and initiative when making decisions regarding matters related to their area of assignment.

Requirements

Associate degree in accounting and/or business administration.
Four to five years of previous experience and/or training involving routine to moderately complex accounting functions, demonstrating ability to establish and maintain accurate accounts and records; or an equivalent combination of education, training, and experience.
Understanding of double-entry accounting systems to record financial transactions.
Broad knowledge of bookkeeping principles and practices, with ability to analyze and verify financial transactions and payments.
Familiarity with efficient use of accounting software.
Good understanding of office terminology, procedures, equipment.
Accurate calculator, typing and data entry skills at reasonable speed.
Ability to perform accurate math functions including balancing accounts and inventories.
Establish and maintain effective working relationships.

Responsibilities

Verifies, reviews, and processes Sheriff’s Office & Emergency Management departmental timecards according to county polices, union contracts, and federal/state laws.
Identifies and resolves payroll discrepancies or concerns with employee, Sheriff’s Office management, or county Payroll Manager.
Reviews and reconciles payroll register, benefit accruals, and other bi-weekly reports.
Assists with the maintenance of the in-house timekeeping program.
Monitors compliance of federal/state medical leave, light duty, worker compensation, and leave without pay usage per county policies.
With approval from the Undersheriff, Business Manager, or Purchasing Agent, places orders for goods and services for the Sheriff’s Office.
Develops processes for measuring supply inventory and determining purchasing needs based on quarterly and annual data.
Compares product deliveries with issued purchase orders and contacts vendors when discrepancies arise.
Responsible for receiving, processing, and verifying invoices related to accounts payable.
Tracks purchase orders, processes, and records invoices into the Finance Department’s Docuware System.
With assistance from Records Management staff, provide administrative support by receiving civil process paperwork and receipting prepayments, verifying service requirements, entering data and billing for service attempts, filing service paperwork with the Clerk of Courts and related parties, mailing paperwork to the appropriate recipients.
Prepare Temporary Restraining Orders for service by a deputy and the appropriate return paperwork in a timely manner.
Answer questions from the public about civil process requests and service.
Coordinate service of process with the Civil Process Deputy.
Prepare certificates of service for the deputy.
Maintain the Sheriff Sales webpage and the Civil Process folder in Outlook.
Creates and maintains financial records for individual inmate trust accounts related to medical and pharmacy services, billing.
Receives and applies funds to past-due inmate accounts.
Reviews and responds to inmate questions and concerns regarding their trust accounts.
Resolves account discrepancies and other account-related issues.
Reviews, processes, and posts onsite and offsite commissary orders.
Receives delivery of commissary items from vendors and sorts bins for inmate distribution.
Manages and orders inventory of onsite commissary products, handling exceptions, returns, and damaged goods with vendors.
Reconciles accounts and issues payments to vendors for commissary orders.
Processes accounts and incoming payments according to county financial policies and procedures.
Performs daily financial transactions, including verifying, classifying, calculating, posting, and recording accounts receivable data.
Prepares bills, invoices, and statements for general fees, inmate fees, reimbursable medical services, false alarms, muni meals, and jail boarding.
Reconciles the accounts receivable ledger to ensure all payments are accounted for and properly posted.
Checks for discrepancies and resolves billing issues for customers and inmates.
Facilitates invoice payments by sending bill reminders and contacting customers and inmates.
Generates notices for delinquent accounts, including general and inmate fees.
Maintains past due balances for Sheriff’s Office fees, Emergency Management Services, and inmate fees through the Wisconsin Department of Revenue Tax Refund Interception Program.
Prepares monthly debt write-off files for approval by the Business Services Manager.
Prepares bank reconciliation for Sheriff’s General Checking and Inmate Trust Checking accounts for Business Manager approval.
Handles General Fund profit sweep reconciliation of all fees collected in the Inmate Trust account for remittance to the Treasurer’s Office.
Reconciles Phone Time Purchases in the Inmate Trust account for remittance to the vendor.
Prepares reports for submission to various state agencies for operational reimbursement grants. Also prepares interdepartmental and general fund journal entries.
Provide coverage for other key duties of the Accounting Services Coordinator while on leave.
Daily, set up and monitor all accounts for Huber, Electronic Monitoring, and Sentenced inmates to ensure proper billing and fee collection.
Create and maintain financial records of individual inmate trust accounts.
Collect and count cash, money orders, or certified checks received for inmates, and credit the amounts to the correct inmate accounts.
Receive, process, and deposit receipts from accounts receivable, Sheriff’s fees, warrant returns, child support purge court orders, and bail/bond funds posted.
Prepare Sheriff’s Office General Trust and Treasurer’s transmittals and bank deposits.
Post receipts and invoices to manual and automated records, categorize, balance, and reconcile receipts.