Head Account Clerk

Title: Head Account Clerk

Pay Grade: Grade 13

Starting Pay: $54,593.18

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.

DISTRICT COURT ORGANIZATIONAL PROFILE:

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.

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.

Duties: • Reconciles all revenues collected on a daily basis.
• Checks balances against accounting receipt records and docket information.
• Processes dishonored checks as needed.
• Post’s 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 the 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 a 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 that 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.

Minimum 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.