Deputy Clerk of Circuit Court III-Finance Division at City of Chesapeake Human Resources – Chesapeake, Virginia

Salary based on qualifications and experience

Deputy Clerk III position for finance division, when necessary, would be cross trained for the other divisions. This position is responsible to review and certify information and provide accounting support for assigned area of duties to the finance section of Circuit Court. Responsible for analyzing accounts, performing various account functions and calculations abiding statutory guidelines. Main responsibilities with court case management, financial management, ability to decipher court orders, and exhibit a high degree of competence and knowledge preferably of the circuit court setting.
Tasks include but not limited to: Check, verify criminal and civil judgments for accuracy of amounts and codes assessed. Once verified, take judgments to recording. Review and certify new, amended and released judgments through the use of Financial Accounting System to ensure any costs and fees assessed are accurate on new accounts, modifications and updates are applicable on existing accounts and in accordance with statutory guidelines; also to confirm the amount of recorded judgment for satisfied judgments. Communicate and establish contact with courtroom clerk to resolve and correct issues
Enter book and page of recorded judgments in FAS. Validate and balance end of day collections by accounting all register totals to ensure amounts matched total reports; receipt all Logan receipt transactions into Financial Accounting System to incorporate into end of day transaction total. Resolve receipting errors by creating Journal Voucher. Verify check amount, date and ensure check is signed.

Process scan list of allowance submission by authorized individuals (such as court-appointed attorneys, public defenders, court reporters, interpreters, psychologists, etc.) for compensation; verify accuracy of amount claimed and assess to appropriate individual accounts as required per statutory guidelines prior to forwarding for judge’s review and approval. Advise claimant of miscalculations in the amount claimed and any required additional documentation by phone or mail.

Monitor, verify and prepare restitution payments to victims when funds are available for disbursements in accordance with office guidelines. Allocate funds to an account with multiple recipients per court order. Review payment history and escheat undisbursed funds and outstanding checks per escheatment laws.

Updates FAS accounts with release dates from Department of Corrections.

Respond to inquiries and provide list of information regarding outstanding fines and costs of inmates who are granted to participate in community service work program through Sheriff’s office; process completed service by crediting individual accounts per court order through journal vouchers in Financial Accounting System. Any missing information on the inquiry and calculation of completed service is directed to the Sheriff.

Review and certify transmittal of state collections by verifying reports generated by Department of Accounts. Remit city collections from the reports generated by Financial Accounting by entering data into the City Mainframe. Assist with dissemination of monthly unpaid restitution, fines and costs reports to Commonwealth Attorney, Probation, and collection agent in accordance with court policy. Review financial report to ensure account code is accurate.

Process, certify and finalize Tax Set Off Claims by verifying the information provided by Department of Taxation through Financial Accounting System and generating notice of the amount of claim to the defendant. Process weekly remittance of collections from Collection Agent by generating receipt through Virginia Judiciary Collection System. Notify Department of Taxation for any mismatch information. Make any adjustments as needed on the accounts remitted by Collection Agent.
Process community service orders from the sheriff’s department include verifying the accuracy of the amount of the order, preparing and processing journal vouchers, scanning financial documents. and sending copies of signed orders to the sheriff’s department. Process check remittance from the collection agency and monthly to the city. Process, monitor, certify, verify, and finalize tax setoff claims with the information from Department of Taxation.
Will eventually, assist co-workers and the general public with inquiries and/or concerns related to accounts while maintaining a cooperative and professional relationship; research and provide information as needed to resolve issues in a timely and appropriate manner. Direct inquiries to appropriate department or division.

VOCATIONAL/EDUCATIONAL REQUIREMENT:
Requires a bachelor’s degree or any equivalent combination of education and experience in business administration, public administration, or a closely related field.

EXPERIENCE REQUIREMENT:
In addition to satisfying the vocational/education standards, this class requires a minimum of one year of related, full-time equivalent experience.

SPECIAL REQUIREMENTS:
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.