Assistant Supervisor Financial Accounting - Somerville District Court

Job Description

Job Description

Official Title: Assistant Supervisor Financial Accounting – Somerville District Court

Pay Grade: Grade 16S

Salary Range: 16S Entry Level Pay $69,397.90to Pay Range Maximum $102,281.40

Starting Pay: $69,397.90

Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.

Departmental Mission Statement:

As a gateway to justice in the Commonwealth of Massachusetts, the District Court is dedicated to the administration of justice in a fair, impartial and timely manner in accordance with the rule of law. In fulfilling this role, the District Court shall provide the communities it serves with an environment that is safe, accessible and respectful to all. The District Court shall conduct its business with integrity, competence and a commitment to excellence in order to promote public trust and confidence in the judicial system.

Organizational Profile:
-court

Position Summary:  

Performs bookkeeping duties for an assigned court. 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, Registers of Probate, and Chief Probation Officer as required. Reconciles daily receipts and makes deposits. Prepares financial reports and performs various administrative tasks and special projects as required. Functions in a supervisory capacity and oversees work of staff collecting payments. May also perform administrative and case processing duties as needed.

Supervision Received:  Works under the direction of a Department Head or designee.

Essential Functions and Responsibilities:

● Supervises the work of assigned personnel, including assigning and reviewing work, as well as providing guidance.
● Prepares, reconciles, and distributes monthly/quarterly statements and financial reports for the department.
● Prepares financial reports and serves as point of contact for financial audit inspections.
● Serves as a point of contact with Administrative Offices, financial institutions/banks, and external agencies regarding accounting issues.
● Closes the financial books, runs daily reports, and makes the bank deposit.
● Answers incoming calls and provides information in response to all inquiries regarding money issues.
● Completes end of the month closing process and disburses all revenues and other funds to the appropriate entities, including the processing of restitution and other fees.
● Reconciles all revenues collected daily. Checks balances against accounting receipt records and docket information.
● Trains other office staff on all office fiscal functions including cashiering, backup bookkeeping, and fiscal policies/procedures.
● Coordinates the accounting of processing of bail money, including recording money received, returned or forfeited.
● May prepare reminder letters and warrant notifications to individuals who owe money.
● Maintains bank accounts related to civil and criminal matters.
● Creates, amends, maintains fiscal controls and protocols.
● Performs the duties of the Case Administrator classification, as needed.
● May perform the duties of the [supervisory] classifications, as needed.
● Performs other duties as required.

Job Competencies:  

Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Applied Knowledge: Knowledge and ability to support the fiscal staff in administering budgets, state contracts, procurement matters, and accounts management.
Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.
Problem Solving: Accurately identifies and assesses common fiscal errors and fiscal procedural issues within the department and initiates corrective action.

Minimum Requirements:

Education and Experience:
● Associate degree from an accredited college or university
● Four (4) years of related work experience
● Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
● Modern office equipment and technology, including computers and applicable software (e.g. Microsoft Excel).
● Departmental and court policies and procedures.
● Basic procedures of accounting and bookkeeping.
● Principles and practices of employee supervision.

Skill in:
● Organization and time management.
● Attention to detail.
● Proficiency in standard accounting and bookkeeping principals.
● Customer service.
● Data entry.
● Multi-tasking / Prioritization of work.
● Leadership

Ability to:
● Establish effective working relationships with others.
● Prepare clear and accurate reports.
● Maintain appropriate records.
● Maintain confidentiality of information.
● Communicate effectively, both orally and in writing.
● Work independently and follow oral and written instructions.
● Resolve financial discrepancies.

Supervisory Responsibility:  This position serves as a supervisor to others.

Working Conditions:  Work is frequently performed in office or similar indoor environments.

Physical Demands:  Light Work - Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.