Records and Accounting Manager

Douglas County•Ne, NE

1d•Onsite

About The Position

The Position Incumbent works under the direction the Administrative Services Manager or designee, managing assigned staff performing duties related to accounting, record management, inmate services and other ancillary functions. Essential Functions Manage a variety of support functions for the Douglas County Correction system. Establish and maintain effective working relationships with supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the general public. Comply with Civil Service policies and regulations, collective bargaining agreements, county policies, and laws to create a cooperative, safe, respectful and quality work environment. Supervise assigned staff, providing training, monitoring and reviewing work load as well as providing assistance as needed. Perform management administrative responsibilities (e.g., performance appraisals, orientation, disciplinary recommendations, scheduling, etc.) for assigned employees. Manage contracts for inmate services, coordinate payment of invoices, provide staff with information regarding new contracted services, and oversee contractor activities/performance. Review invoices from vendors for accuracy and ensure timely payments are made per contract requirements. Compile and analyze financial and statistical information to develop conclusions and recommendations. Manage and participate in accounting activities related to inmate accounts (e.g., commissary, cash funds, etc.) in a timely and accurate manner. Review trial balances and prepare required financial reporting based on established timeframes. Ensure proper staffing levels for each shift, performing the duties of subordinate staff as needed. Objectively investigate complaints and remedy issues brought forth by staff dealing with complaints or complex situations presented by inmates and the general public. Assist with internal and external financial audits, evaluating reports and implementing corrective action as needed. Ensure on-site machines are serviced and emptied of deposits on a regular basis. Administer records management policies and processes to ensure the accuracy and organization in all information, utilizing established retention schedules to ensure compliance with applicable regulations. Oversee fulfilling any subpoenas, researching and obtaining information based on deadline. Prepare departmental budget including revenue and expenditure projections, and submit recommendations for review. Assist in the preparation and review of request for proposal (RFP) for services and make recommendations on providers. Ensure inmate billing invoices are properly calculated and billed to appropriate agency (e.g., Immigration and Customs Enforcement, United States Marshals Service, etc.) Operate coin and currency counting machines and handle money accurately. Maintain a current knowledge of regulations and laws related to accounting and inmate personal property. Work with staff to maintain appropriate office supplies for department. Perform the duties of the Administrative Services Manager as needed. Report to work with regular, predictable, and consistent attendance. Perform other duties as directed and assigned.

Requirements

Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Accounting, Sociology or related field of study required.
Three (3) years of accounting or office management experience required.
One (1) year of supervisory or lead experience required.
Must possess and maintain a valid driver's license at the time of hire and throughout the course of employment.
Approved, related work experience required may be substituted for educational requirements beyond high school on a year-for-year basis.

Nice To Haves

Experience working in a correctional facility or law enforcement agency preferred.
Bilingual ability in English and Spanish preferred.
Ability to obtain and maintain Nebraska notary, previous notary service preferred.

Responsibilities

Manage a variety of support functions for the Douglas County Correction system.
Establish and maintain effective working relationships with supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the general public.
Comply with Civil Service policies and regulations, collective bargaining agreements, county policies, and laws to create a cooperative, safe, respectful and quality work environment.
Supervise assigned staff, providing training, monitoring and reviewing work load as well as providing assistance as needed.
Perform management administrative responsibilities (e.g., performance appraisals, orientation, disciplinary recommendations, scheduling, etc.) for assigned employees.
Manage contracts for inmate services, coordinate payment of invoices, provide staff with information regarding new contracted services, and oversee contractor activities/performance.
Review invoices from vendors for accuracy and ensure timely payments are made per contract requirements.
Compile and analyze financial and statistical information to develop conclusions and recommendations.
Manage and participate in accounting activities related to inmate accounts (e.g., commissary, cash funds, etc.) in a timely and accurate manner.
Review trial balances and prepare required financial reporting based on established timeframes.
Ensure proper staffing levels for each shift, performing the duties of subordinate staff as needed.
Objectively investigate complaints and remedy issues brought forth by staff dealing with complaints or complex situations presented by inmates and the general public.
Assist with internal and external financial audits, evaluating reports and implementing corrective action as needed.
Ensure on-site machines are serviced and emptied of deposits on a regular basis.
Administer records management policies and processes to ensure the accuracy and organization in all information, utilizing established retention schedules to ensure compliance with applicable regulations.
Oversee fulfilling any subpoenas, researching and obtaining information based on deadline.
Prepare departmental budget including revenue and expenditure projections, and submit recommendations for review.
Assist in the preparation and review of request for proposal (RFP) for services and make recommendations on providers.
Ensure inmate billing invoices are properly calculated and billed to appropriate agency (e.g., Immigration and Customs Enforcement, United States Marshals Service, etc.)
Operate coin and currency counting machines and handle money accurately.
Maintain a current knowledge of regulations and laws related to accounting and inmate personal property.
Work with staff to maintain appropriate office supplies for department.
Perform the duties of the Administrative Services Manager as needed.
Report to work with regular, predictable, and consistent attendance.
Perform other duties as directed and assigned.