Financial Associate I na St Croix County

POSITION SUMMARY:
This position provides intermediate accounting and financial functions based on state statutes, court orders, and reporting mandates of the Clerk of Court office. This position also provides skilled legal support to the circuit court system by servicing the courts, attorneys and general public while maintaining confidentiality. Responsibilities also include assessing a party’s financial ability to pay their fines, court costs, forfeitures, restitution, etc., updating statistical and financial reports, drafting and processing legal documents, updating official records and performing other related work as apparent or assigned.  
       
ESSENTIAL FUNCTIONS:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.
Supports management of the financial accounting and receipting systems used by the Clerk of Court office; recommends and implements changes when necessary.

• Applies uniform accounting systems to bookkeeping and record-keeping as it applies to financial and court records.
• Processes attorney fee payment plan orders from court officials. Analyzes attorney bills for accuracy and enters assessed amounts in database and sends amended orders to clients. Monitors delinquent accounts with and without approval from judges and/or supervisors.  Issues warrants for non-payment of attorney fees. 
• Interviews defendants to determine ability to pay by analyzing financial statements and sets payment plan terms including extending or adjusting payment schedules; works within guidelines and makes manual adjustments and determinations to approve or deny on a case-by-case basis. 
• Drafts and prepares legal documents, including orders for payment, warrants, bail bonds, driver’s license suspensions, civil judgments, orders for wage assignment, and notice of certification of debt to the Department of Revenue for tax intercept and the State Debt Collection program.
• Receipts fines, fees, and forfeitures etc. using court-approved financial software. Processes payments, performs compliance duties when clients satisfy their financial obligations including quashing warrants, reinstating driving privileges and satisfying judgments. Updates financial activities in the court record and performs non-compliance sanctions including suspending driving privileges, entering civil judgments, issuing warrants and generating notice of intent of interception of tax refunds. 
• Creates, maintains and analyzes spreadsheets for statistical reporting, maintains statistics on payment plans and other court collection methods.
• Issues warrants for arrest based on failure to pay court ordered fines, fees, costs and forfeitures, monitors and recalls warrants, and compares monthly warrant list to paid accounts to prevent warrant execution errors.
• Writes procedures and develops forms for payment plan and other financial processes.
• Conducts searches to locate litigant addresses and employment information. 
• Cross-train to provide back-up to the Financial Associate II, front counter and other divisions as necessary or needed.
• Balances multiple cash drawers, which includes multiple tender types and prepares daily deposit for the treasurer as needed to back up supervisors and Financial Associate II.
• Performs high level customer service duties by assisting the public, including judges, attorneys, law enforcement, other departments and agencies at front counter, by telephone and public access window with requests for documents, filing of new cases, filing of pleadings/documents on existing cases, receipting payments and general information. 
• Contacts employers to verify defendant's employment and issues income/wage assignments with employers and prisons as needed. 
• Assist with daily case management of court files, including creating and maintaining computer records, and complying with statutes under the supervision of the Clerk of Court. 
• Docket and review incoming documents, route them to appropriate parties and/or process according to department and statutory requirements. 
• Process incoming and outgoing mail and faxes. Certify and notarize documents. 
• Adhere to confidentiality guidelines and manage both paper and electronic case files and court pleadings in accordance with retention policies. 
• Participate in on-going training regarding changes in laws, policies, and procedures. 
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES  

• Knowledge of legal terminology, legal format, and processes. 
• Knowledge of standard and legal office practices, procedures, and clerical techniques
• Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes.
• Skill in note-taking and accurately incorporating details in preparing legal documents. 
• Skill in preparing Court documents in a timely and accurate manner. 
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work while adapting to changing priorities. 
• Knowledge of County policies, procedures and practices.
• Knowledge of local government organization and its departmental operating requirements.
• Skill in establishing and maintaining effective working relationships with stakeholders (agencies, law enforcement, attorneys, litigants, victims, media, coworkers and the public. 
• Knowledge of the use of a multi-line telephone system.
• Ability to type accurately at a reasonable rate of speed.
• Considerable knowledge of modern office practices and procedures, including the ability to operate standard office equipment and perform word processing and data entry.
• Ability to work the allocated hours of the position.

LANGUAGE SKILLS  

• Ability to explain relevant information effectively to various parties and judicial staff.
• Ability to communicate effectively with other members of the staff, supervisors, and the public. 
• Ability to communicate clearly and concisely in both written and verbal form. 
• Must be proficient in workplace English and spelling.
• Ability to read County policies and procedures; written instructions, general correspondence, etc.  

MATHEMATICAL SKILLS

• Ability to perform accurate mathematical calculations. 
• Ability to comprehend complex financial records accurately. 

REASONING ABILITY

• Ability to understand and effectively carry out verbal and written instructions.
• Ability to read, interpret, and apply statutory language, policies, and procedures. 
• Ability to develop, interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations. 
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to maintain discretion regarding business-related files, reports and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Ability to organize work, manage time, and meet deadlines with attention to detail. 
• Ability to maintain confidentiality.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
• Ability to define problems and deal with a variety of situations.
• Ability to use good judgement and effectively solve problems.
• Ability to analyze and prepare organizational and functional reports from research data. 
• Ability to maintain accurate and legible notes for court minutes. 

PHYSICAL AND WORK ENVIRONMENT:
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.  

PHYSICAL REQUIREMENTS

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, using hands to handle, feel, and perform fine motor skills and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Frequently deals with persons who are hostile, aggressive, abusive or violent, posing threatening conditions.
• Work is generally in a moderately noisy location (e.g., business office, light traffic). 

WORK ENVIRONMENT

• Work is primarily in an office setting.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate degree in Accounting, Finance or a related field preferred.
• Minimum of two (2) years of experience in accounting, finance or related field.  
• Previous customer service experience required. 
• Legal or law office experience preferred.
• Must successfully pass criminal background check. 

LICENSES, CERTIFICATES, AND OTHER REQUIREMENT