Accounting Services Coordinator

Accounting Services Coordinator

$26.68/hour - $36.91/hour

Full-Time, In Office, Monday - Friday

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.

The following duties are primarily performed and are essential for this position. Employees are expected to perform each of these job duties satisfactorily, with or without reasonable accommodations, to be qualified for the position. Other duties may be required and assigned.

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,…