Salary: $23.23 per hour ($48,318.40 annually)
Employment Status: Full-Time
FLSA Status: Non-Exempt
Reports to: Supervisor – Financial Services
Civil Service Status: Classified
Work Schedule: 40 hours per week
Decision Band: C42
Department/Division: Court Administration
DISTINGUISHING JOB CHARACTERISTICS:
Maintains accounting and financial records for grant programs, and actively searches for new funding. Provides cash handling and bookkeeping support for Criminal Justice Services. Performs buyer functions for the Common Pleas Court and its departments. Acts as Court’s Project Manager for renovations and improvements.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements.
1. Maintains financial, bookkeeping and accounting records for all federal and state grant funded programs. Completes monthly financial reports for all grant programs. Balances and reconciles financial records with Auditor’s reports.
2. Completes monthly, quarterly, and year-end financial reports for all grant programs including financial statement, invoices, minority expenditure reports, etc.
3. Prepares application and budget for new yearly grants, regularly communicating with State and governmental officials during the application process (must be aware of deadlines, signatures needed, and application verbiage).
4. Monitors budgets on a monthly basis to ensure expenditures are recorded accurately and within budgeted range.
5. Makes adjustments to grants by submitting requests to the Auditor’s Office and grantees. Review, audits, and supervises requisitions from grant funds. Prepares financial sections of all grant applications. Predicts costs and changing needs. Prepares pay-ins for all grant monies received.
6. Conducts monthly meetings with grant Program Directors to discuss budgets and future needs.
7. Provides assistance to county, state, and federal auditors in the auditing of grant records held by the Court. Provides assistance to grant Program Directors in the development of financial portion of state and federal grants.
8. Posts transactions in CourtView Program; accepts security company’s delivery of monies from Criminal Justice Services satellite offices; balances cash drawer.
9. Maintains receipt for audit trail.
10. Approves invoices for payment and codes with index, OCA, and purchasing document number. Verifies invoice accuracy with purchase orders and ensures that document has proper approval signatures. Checks, as applicable, accompanying packing slip information or knowledge of delivery.
11. Prepares budget revision requests and addendums to grant
12. Actively searches for additional or new funding for current and new
13. Maintains responsibility for grant
14. Maintains liaison with other county agencies pertaining to the Court’s
15. Manages the usage and availability of county vehicles, coordinating maintenance and repairs of county vehicles with Depot Manager and mechanics; maintains monthly vehicle reports and fuel pass codes; manages the purchasing and retiring of
16. Participates on Court teams and
17. Examines requisitions, purchase orders, invitations to bid, contracts and supporting documentation to determine correct item descriptions, price quantities, warranty description, discount terms, shipping instructions, or delivery terms included in agreements; prepares purchase orders, various vendors and vendor
18. Researches products and
19. Calculates quality/price and price
20. Assists Court departments in selection and procurement of quality
21. Contacts supplies and potential vendors, reviews policies and procedures, and recommends
22. Coordinates information for new account
23. Conducts purchasing and payables for Court Administration, Judicial (Judges and Staff), Criminal Justice Services, Secure Transitional Offender Program (S.T.O.P.), Court and Pretrial Services, and State Grants (e.g., office/vehicle/maintenance supplies, furniture, books).
24. Conducts purchasing for large projects (office, departmental); locates vendors, researches best pricing; works closely with management and vendors on orders and makes suggestions when
25. Maintains judicial law books for Judges and Staff (purchases, renewals, and updates); communicates with vendors, Judges and Staff to ensure they are receiving necessary law
26. Prepares, coordinates extradition process with Sheriff’s Department and Probation Officers; prepares paperwork and emergency check processing; communicates with County Auditor’s
27. Backs up for Non Support and Drug Court; receives monies from offenders/defendants; issues receipts to offenders/defendants and Community Control Officers; maintains receipts, files for audit trail; answers general questions.
28. Backs up for arraignments; backs up for Security/Communicator.
29. Other duties as
SCOPE OF SUPERVISION:
This position has no supervisory duties.
Computer, calculator, copier, fax, telephone, vehicles and other general office equipment.
CONTACT WITH OTHERS:
Judges and judicial staff, management personnel and line staff, attorneys, vendors, grant-funding agencies.
Good office working conditions.
USUAL PHYSICAL DEMANDS:
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing duties of this job, the employee regularly exhibits digital dexterity when working on the computer. The employee frequently sits for extended periods of time, and occasionally stands and walks. Employee converses verbally with others in person and by telephone. Vision demands include close, relatively detailed vision when entering and working with financial data and using a computer screen.
An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification: Bachelor’s Degree in Accounting with three years’ related experience and ability to learn grant(s) management.
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:
Knowledge of: Grants management; generally accepted accounting principles; governmental accounting and budget management; court system and governmental processes and funding; financial and trend analysis; statistics; mathematical principles; financial strategic planning.
Ability to: Apply accounting principles; interpret and apply applicable regulations to purchasing and budget management; maintain confidential and sensitive subject matter; maintain effective working relationships with associates and job contacts; consistently enhance technology skills as they pertain to the day-to-day business operations.
Skill in: Budget and accounting problem analysis and resolution; operation of computer and financial software; preparation and analysis of financial reports; handling cash; balancing cash drawer.
A valid State of Ohio Motor Vehicle Operator s License is required in order to carry out job-related essential functions. If candidate does not possess an Ohio driver’s license, he/she has thirty (30) days from date of hire to obtain one.
You can obtain a Montgomery County Common Pleas Court, General Division, application at www.montcourt.oh.gov.
Applicants are required to complete the Montgomery County Common Pleas Court, General Division, application which must be received by Human Resources no later than 4:30 p.m. on the closing date.
Employment Eligibility Information:
In accordance with the Immigration Reform and Control Act of 1986, all persons hired after November 6, 1986, are required to present to the Court, within three (3) days of their original appointment, original documents which show satisfactory proof of: 1) identity and 2) U.S. Citizenship or a legal right to work permanently in the United States.
Drug Testing, Physical, Fingerprinting & Criminal Background Check:
Prior to any candidate being offered a position or promotion with the Montgomery County Common Pleas Court, General Division, they will be required to submit to a drug test (urinalysis) and physical at the Court s selected health care provider. Additionally, candidates being offered a position or promotion must pass a criminal background check and submit to fingerprinting through the Miami Valley Regional Crime Lab.
Equal Opportunity Employer:
It is the policy of the Montgomery County Common Pleas Court, General Division, that no person shall be subjected to employment discrimination because of age, race, color, gender, marital status, sexual orientation, disability, religion, ancestry or national origin.
The Montgomery County Common Pleas Court, General Division, will provide reasonable accommodations for persons with disabilities during the application, examination or selection process, if requested. Please notify Human Resources at 937-225-6161of the accommodations needed, preferably at the time of application, but no later than two days’ prior to the date needed.
MONTGOMERY COUNTY COMMON PLEAS COURT, GENERAL DIVISION BENEFITS
Vacation leave may be granted to full-time employees upon completion of one year of service with the Montgomery County Common Pleas Court, General Division. Twenty-six (26) bi-weekly pay periods in active status shall constitute one year of service.
All Montgomery County Common Pleas Court, General Division, employees are entitled to Paid Personal Leave/Long Term Sick Leave credit.
Montgomery County Common Pleas Court, General Division, employees enjoy paid holidays.
Health Benefits/Medical Coverage:
All employees of the Montgomery County Common Pleas Court, General Division, except part-time employees working 20 hours per week or less, employees hired for a temporary appointment, an interim appointment, or employees hired as substitutes, shall receive health benefits.
All benefit eligible employees of the Montgomery County Common Pleas Court, General Division, receive a $50,000 basic life insurance policy paid by Montgomery County. Supplemental life insurance is available for purchase.
Montgomery County Common Pleas Court, General Division, employees participate in the Ohio Public Employees Retirement System (O.P.E.R.S.) Employees contribute 10% of their salary; the Court contributes 14%.
The Montgomery County Common Pleas Court, General Division, offers its employees an Employee Assistance Program, access to a credit union, a Deferred Compensation Program, a Wellness Program, and direct payroll deposit.
This Position Description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position. The employee may be required to follow additional instructions and perform other duties required by the employee’s supervisor or designee.
The provisions of this Position Description do not constitute a contract, expressed or implied, and any provision contained in this Description may be modified or revoked without notice.