Accounting Services Coordinator
Port Washington, WI
Full Time
Sheriff's Department
Mid Level
Accounting Services Coordinator
$26.68/hour - $36.91/hour
Full-Time, In Office, Monday - Friday
Job Summary
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.
Essential Functions and Responsibilities
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.
20% Payroll:
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.
20% Accounts Payable - Purchasing:
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.
20% Civil Process:
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.
10% Inmate Trust Account:
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.
10% Commissary:
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.
5% Accounts Receivable:
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.
5% Debt Collection:
Generates notices for delinquent accounts, including general and inmate fees. Maintains past due balances for Sheriff’s Office fees, Emergency Management Services, and inmate fees through the Wisconsin Department of Revenue Tax Refund Interception Program. Prepares monthly debt write-off files for approval by the Business Services Manager.
5% Month End Processing:
Prepares bank reconciliation for Sheriff’s General Checking and Inmate Trust Checking accounts for Business Manager approval. Handles General Fund profit sweep reconciliation of all fees collected in the Inmate Trust account for remittance to the Treasurer’s Office. Reconciles Phone Time Purchases in the Inmate Trust account for remittance to the vendor. Prepares reports for submission to various state agencies for operational reimbursement grants. Also prepares interdepartmental and general fund journal entries.
5% Backfilling Position Duties:
Provide coverage for other key duties of the Accounting Services Coordinator while on leave. Daily, set up and monitor all accounts for Huber, Electronic Monitoring, and Sentenced inmates to ensure proper billing and fee collection. Create and maintain financial records of individual inmate trust accounts. Collect and count cash, money orders, or certified checks received for inmates, and credit the amounts to the correct inmate accounts. Receive, process, and deposit receipts from accounts receivable, Sheriff’s fees, warrant returns, child support purge court orders, and bail/bond funds posted. Prepare Sheriff’s Office General Trust and Treasurer’s transmittals and bank deposits. Post receipts and invoices to manual and automated records, categorize, balance, and reconcile receipts.
Supervision Exercised
None.
Minimum Education Qualifications
Education and/or Experience Requirements:
Licenses, Certifications, and Other Requirements:
Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical Requirements
EOE / ADA Statement
Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.
$26.68/hour - $36.91/hour
Full-Time, In Office, Monday - Friday
Job Summary
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.
Essential Functions and Responsibilities
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.
20% Payroll:
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.
20% Accounts Payable - Purchasing:
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.
20% Civil Process:
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.
10% Inmate Trust Account:
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.
10% Commissary:
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.
5% Accounts Receivable:
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.
5% Debt Collection:
Generates notices for delinquent accounts, including general and inmate fees. Maintains past due balances for Sheriff’s Office fees, Emergency Management Services, and inmate fees through the Wisconsin Department of Revenue Tax Refund Interception Program. Prepares monthly debt write-off files for approval by the Business Services Manager.
5% Month End Processing:
Prepares bank reconciliation for Sheriff’s General Checking and Inmate Trust Checking accounts for Business Manager approval. Handles General Fund profit sweep reconciliation of all fees collected in the Inmate Trust account for remittance to the Treasurer’s Office. Reconciles Phone Time Purchases in the Inmate Trust account for remittance to the vendor. Prepares reports for submission to various state agencies for operational reimbursement grants. Also prepares interdepartmental and general fund journal entries.
5% Backfilling Position Duties:
Provide coverage for other key duties of the Accounting Services Coordinator while on leave. Daily, set up and monitor all accounts for Huber, Electronic Monitoring, and Sentenced inmates to ensure proper billing and fee collection. Create and maintain financial records of individual inmate trust accounts. Collect and count cash, money orders, or certified checks received for inmates, and credit the amounts to the correct inmate accounts. Receive, process, and deposit receipts from accounts receivable, Sheriff’s fees, warrant returns, child support purge court orders, and bail/bond funds posted. Prepare Sheriff’s Office General Trust and Treasurer’s transmittals and bank deposits. Post receipts and invoices to manual and automated records, categorize, balance, and reconcile receipts.
Supervision Exercised
None.
Minimum Education Qualifications
Education and/or Experience Requirements:
- Associate degree in accounting and/or business administration.
- Four to five years of previous experience and/or training involving routine to moderately complex accounting functions, demonstrating ability to establish and maintain accurate accounts and records; or an equivalent combination of education, training, and experience.
Licenses, Certifications, and Other Requirements:
- None.
Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
- Understanding of double-entry accounting systems to record financial transactions.
- Broad knowledge of bookkeeping principles and practices, with ability to analyze and verify financial transactions and payments.
- Familiarity with efficient use of accounting software.
- Good understanding of office terminology, procedures, equipment.
- Accurate calculator, typing and data entry skills at reasonable speed.
- Ability to perform accurate math functions including balancing accounts and inventories.
- Establish and maintain effective working relationships.
In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical Requirements
- Frequent periods of sitting and using the keyboard.
- Frequent periods of lifting 10-25 pounds.
- Work is performed indoors in an office environment.
- May occasionally deal with irritated or agitated individuals.
EOE / ADA Statement
Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.
Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.
Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.
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