The Second Judicial District Court is recruiting for a full-time perm Financial Specialist or Financial Specialist Sr #00037270-23200 for the Fiscal Services Division in Albuquerque, NM. GENERAL STATEMENT OF DUTIES:
Acting under general supervision perform a full range of accounting and fund management functions.
EXAMPLES OF JOB DUTIES FOR FINANCIAL SPECIALIST:
The Financial Specialist is responsible for preparing, processing and posting vouchers, operating transfers, encumbrances, warrants and warrant cancellations.
Posts monthly financial transactions into accounting software and reconciles reports.
Prepares cash receipts and daily deposits, verifies cash balances, and ensures funds are posted to the correct account and cash fund balances for obligations, and follows up on non-sufficient fund checks.
Assists with budget projections and prepares reports for use in financial control and budget analysis.
Reviews vouchers, invoices, deposits and other financial documents for accuracy.
Ensures all DFA deadlines are met and submitted documents are in compliance.
Logs and reconciles statements to daily receipts and monthly reports.
Verifies and reconciles petty cash for reimbursement.
Reviews, compiles, bank and submits all travel documents for employee reimbursement in compliance with New Mexico Administrative Code.
Deposits, enters, and reconciles suspense and overpayments to the Department of Finance and Administration (DFA).
Tracks capital inventory and keeps current records of all fixed assets.
Prepares and monitors bank and procurement card reconciliations.
Prepares data report for the bank.
Processes and prepares reports and cash transfers to the State Treasurer’s Office.
Works with federal grants.
Assists in training court staff in fiscal responsibilities.
Assists with the submission of audit deliverables when needed.
Assists in updating financial procedures manual and resource documents.
Reviews cash and surety bonds on a daily/monthly basis and maintains collateral for surety/property bonds.
Ensures forfeiture hearings are scheduled per the 30-day rule and tracks any funds due from bonding companies per judicial decision.
Processes and transfers cash and surety/property bonds to other jurisdictions for out-of-county cash bond payments and for Grand Jury indictments and preliminary hearings.
Maintains civil trust inventory and statuses of cases with appeal bonds.
Prepares reports and operating transfers for unclaimed properties.
Coordinates accounts receivable and generates receipts for incoming payments.
Reconciles and processes third-party credit card payments and File & Serve/E-Payment for courts statewide.
Reconciles daily Point of Sale transactions in Odyssey to financial statements. Understanding of the various reports through the VitalChek Product Suite and Wells Fargo Business Track to troubleshoot any issues that may arise.
Refunds filing fees or other fees as ordered by the court through the online payment system and check processing.
Reviews and ensures all checks issued are submitted to Wells Fargo Positive Pay to assist in fraud management.
Reviews third-party credit card chargebacks/NSFs and assists with necessary case management adjustments.
Serves as a point of contact for the Department of Finance Authority vendor file, journaling deposits, and processing W9s for vendors.
Travels to courts statewide to provide training on end-of-month reporting, stale dated checks and overpayments.
Participates in external audit processes and communicates with Judges and court staff while communicating with external auditors.
Other duties as assigned.
COMPETENCIES/QUALIFICATIONS FOR FINANCIAL SPECIALIST:
The successful applicant should demonstrate knowledge of financial and case management systems; accounts payable and receivable; general ledger accounting systems; Governmental Generally Accepted accounting Principles (GAAP); Governmental Accounting Standards Board pronouncements (GASB); Department of Finance and Administration’s Manual of Model Accounting Practices (MAPS); fraud control practices and procedures; internal and external audit procedures; trust accounts; federal, state and local rules and regulations pertaining to grants; inventory processes and budgeting processes.
EXAMPLES OF JOB DUTIES FOR FINANCIAL SPECIALIST SENIOR:
The Financial Specialist Senior is responsible for preparing, reviewing, correcting, auditing and approving various accounting documents and financial records to ensure proper usage of budget, funds and expenditures.
Ensures compliance with state accounting guidelines and provides information to external auditors.
Maintains general ledgers and reconciles monthly reports.
Performs monthly bank reconciliation for interest-bearing and non-interest bearing accounts.
Prepares, develops, and implements budgets and may monitor payroll and benefit expenditures.
Reviews cash and surety bonds on a daily/monthly basis and reconciles monthly bond activity.
Maintains collateral for surety/property bonds and transfers bonds to other jurisdictions for out-of-county cash bond payments and for Grand Jury indictments/preliminary hearings.
Manages and assists with various grants and monitoring expenditures and revenue while ensuring compliance with grant conditions.
Prepares and submits claims for reimbursement on grants, contracts, and intergovernmental agreements.
Prepares payment and journal vouchers, operating transfers, and financial statements.
Reviews for accuracy and pays invoices and interacts with vendors.
Pays invoices accurately and timely and interacts with vendors.
Verifies and reconciles petty cash for reimbursement.
Reviews, compiles, and submits all travel documents for employee and Judge reimbursements.
Works with the Judicial Educations Center regarding scholarships and reimbursement for tuition and training.
Processes and submits Jury and Witness invoices into SHARE.
Processes and submits witness documents from the District Attorney and Attorney General’s office for travel reimbursements.
Ensures all DFA deadlines are met and submitted documents are in compliance.
Requests refunds of filing fees or other fees as ordered by the court and collects Non-Sufficient Funds (NSF) owed to the court.
Maintains and reconciles additional non-revering budget, i.e. Metro Park fund and agency account.
Prepares and tracks statistical reports used for budgets and assists in budget preparation.
Tracks and depreciates capital inventory and keeps current records of all fixed assets.
Oversees recordings of warrants and initiates warrant cancellations.
Prepares audit deliverables for submission and participates in the annual external audit.
Assists with reconciling financial reports.
Manages refund/suspense fund and processes jury/witness fees.
Oversees or prepares deposit reports and monies to State Treasurer’s Office.
Processes disbursements per court order to litigants.
Posts monthly bank interest for each interest-bearing case in Odyssey.
Prepares yearly Unclaimed Property Report and transfers unclaimed monies to State Taxation and Revenue Department.
Tracks Yearly 1099-int over $10.00 paid to litigants. Prepares spreadsheet at the end of the year to send to Department of Finance and Administration.
Performs monthly reconciliation of Odyssey.
Deposits, enters, and reconciles suspense and overpayments to the Department of Finance and Administration.
Participates in external audit processes with Judges and court staff.
Reconciles and processes third-party credit card payments and E-Payment Deposits for courts statewide.
Reconciles daily Point of Sale transactions in Odyssey to financial statements. Understanding of the various reports through the VitalCheck Product Suite and Wells Fargo Business Track to troubleshoot any issues that may arise.
Reviews and ensures all checks issued are submitted to Wells Fargo Positive Pay to assist in fraud management.
Serves as a point of contact for Department of Finance Authority vendor files, journaling deposits, and processing W9s for vendors.
Provides consultation, training, resources, and professional support to judges, court managers, and staff statewide.
Travels to courts statewide to provide training on End of Month Reporting, Stale Dated checks, and over-payments.
Assists with training court staff regarding financial functions.
Initiates or conducts Requests for Quote and may make recommendations for purchase of the goods/services.
May serve as Certified Procurement Officer.
Other duties as assigned.
COMPETENCIES/QUALIFICATIONS FOR FINANCIAL SPECIALIST SENIOR:
The successful applicant should demonstrate knowledge of financial and case management systems; accounts payable and receivable; general ledger accounting systems; Governmental Generally Accepted Accounting Principles (GAAP); Governmental Accounting Standards Board pronouncements (GASB); Department of Finance and Administration’s Manual of Model Accounting Practices (MAPS); fraud control practices and procedures; internal and external audit procedures; trust accounts; federal, state and local rules and regulations pertaining to grants; inventory processes and budgeting processes.
WORK ENVIRONMENT AND PHYSICAL DEMANDS:
The following functions are representative, but not all-inclusive of the work environment and physical demands an employee may expect to encounter in performing tasks assigned to this job. Work is performed in an office or court setting. A valid drivers license and travel may be required. The assigned work schedule may include nights, weekends, holidays, and overtime. The employee must regularly interact positively with co-workers, clients, the public, judges, and justices. *This job description is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions performed.
BENEFITS:
Medical/Dental/Vision/Rx, Short, and Long Term Disability Insurance Programs, employee assistance program (EAP) [http://www.mybenefitsnm.com/]
State paid life insurance, supplemental and dependent life insurance
Optional flexible spending accounts for medical, day-care, and travel expenses
Paid vacation and sick leave up to eight (8) weeks
Eleven (11) paid holidays
Up to 12 weeks of paid parental leave
Deferred Compensation 457(b) plan
Lifetime Defined Benefits Retirement Plan [http://www.nmpera.org/]
Flexible work schedules and alternative work locations*
Free health care, Rx, and lab work at the facility (Stay Well Health Center) in Santa Fe, NM
Bilingual compensation*
Training and career development opportunities
Higher education opportunities, educational leave, and tuition reimbursement
May qualify for the Public Service Loan Forgiveness Program (PSLF)
May receive overtime holiday or shift differential pay*
May receive physical fitness leave*
*These benefits vary by job classification or need.*
