• Head Account Clerk

    Location US-MA-Boston
    Court
    Suffolk Probate & Family Court
    Posting Date
    9/14/2018
    Closing Date
    09/27/2018 11:59 PM EST
    Starting
    USD $48,235.97/Yr.
    ID
    2018-3939
  • NOTES

    This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

    MISSION STATEMENT OF THE MASSACHUSETTS TRIAL COURT

    The Trial Court is committed to:

    · the fair and impartial administration of justice;
    · protection of constitutional and statutory rights and liberties;
    · equal access to justice for all in a safe and dignified environment;
    · efficient, effective and accountable resolution of disputes;
    · prompt and courteous service to the public by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

    DEPARTMENTAL MISSION STATEMENT

    To deliver timely justice to the public by providing equal access to a fair, equitable and efficient forum to resolve family and probate legal matters and to assist and protect all individuals, families and children in an impartial and respectful manner.


    ORGANIZATIONAL PROFILE:

    https://www.mass.gov/orgs/probate-and-family-court

    POSITION SUMMARY

    The Head Account Clerk position is only authorized to those courts that have established a single point collection and bookkeeping function that covers all offices of a court, including the Clerk Magistrate's Office and Probation Office.  The position is responsible for all of the money that is collected and disbursed by the entire court, including the processing of restitution and probation fees.  Work involves overseeing the collection of all monies and checks, processing all disbursements, daily and monthly posting, maintaining trial balances, maintaining and balancing court bank accounts, and preparing reports for the Clerk-Magistrate and Chief Probation Officer as required. The Head Account Clerk may also perform administrative and case processing duties as needed.

    MAJOR DUTIES

    Reconciles all revenues collected on a daily basis.  Checks balances against accounting receipt records and docket information.  Processes dishonored checks as needed.

     

    Posts accounting data by hand or by computer data entry in the cash journal on a daily basis. 

     

    Records money collected to individual accounts. Maintains trial balance. 

     

    Coordinates the accounting of processing of bail money, including recording money received, returned or forfeited.

     

    Interacts with and assists various court officials on a regular basis concerning accounting issues, including providing individual probation officers with information regarding the payment status of their probationers.

     

    May prepare reminder letters and warrant notifications to individuals who owe money.

     

    Prepares bank account deposit documents and confirms deposit totals.  May make bank account deposits. 

     

    Maintains bank accounts related to civil and criminal matters.

     

    Completes end of the month closing process and disburses all revenues and other funds to the appropriate entities, including the processing of restitution and probation fees.

     

    Reconciles revenue reports on a monthly basis.

     

    Prepares financial reports such as revenue transmittal reporting sheets, trial balance reports, and bank account reconciliation forms.

     

    May coordinate credit card system of payments (if court has implemented such a system), including verifying identifications of individuals, daily closing by verifying statements of cashiers, posting in the cash journal and checkbook, monthly reconciling of credit card statements, and resolving discrepancies.

     

    Maintains and serves as point of contact with the Administrative Offices and external agencies concerning accounting issues.

     

    Assists in the maintenance and preparation of local internal controls.

     

    Answers incoming calls providing information in response to all inquiries regarding money issues.

     

    Interacts with and assists attorneys, litigants, law enforcement personnel, court staff, and          the general public.  This includes responding to requests for information and assistance from the public.

     

    May provide assistance as necessary in various administrative matters

     

    Receives training and assists experienced users on MassCourts,  a comprehensive, integrated case management system which features electronic filing of criminal complaints, warrant processing, extensive docketing, scheduling, and management reporting;

     

    Performs case processing duties in addition to performing accounting duties as required.

    POSITION REQUIREMENTS

    These are the minimum requirements necessary to apply for the position of Head Account Clerk:

     

    Graduation from high school and five years of bookkeeping and clerical experience, or an equivalent combination of education and experience.

     

    Knowledge of basic accounting and bookkeeping procedures.

     

    Ability and experience using personal computers, including word processing software such as MS Word.  Experience with spreadsheet software such as MS Excel is preferred.

     

    Working knowledge of the procedures related to the cases processed by the court preferred.  Ability to learn those procedures and or expand knowledge of those procedures through cross-training required.

     

    Ability to use a calculator, perform basic arithmetic, and perform routine computer data entry

     

    Ability to serve the public and others with court business in a courteous and professional manner.

     

    Ability to understand and follow verbal and written instructions.

     

    Ability to establish and maintain effective working relationships with court staff.

     

    Ability to work independently and exercise some supervision over entry level staff.

    OTHER

    HOW TO APPLY:

     

    Applicants must apply by completing a Trial Court online application by clicking "Apply for this job online" button at the top of this page.

     

    If you are not viewing this online, go to the Trial Court Jobs page at https://careers-trialcourtsofmass.icims.com/jobs and search for this job.

     

    PLEASE NOTE: Paper, faxed or emailed applications or resumes are not accepted for any Trial Court position.

     

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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