Fiscal Clerk

Job Title

Fiscal Clerk

Division/Department

Accounting Department

Closing Date

October 31, 2024

Location

111 N. Calvert St. Baltimore, MD 21202

Salary

$52,869

FLSA Status

Non-Exempt

Financial Disclosure

Yes

At Will

No

Position Type

Full time

The Maryland Judiciary offers a generous benefit package including medical, dental, vision, life insurance, paid time off, paid holidays, tuition assistance, continuing education programs, employee assistance programs, and State Retirement and Pension plans.

Maryland Judiciary Benefits (mdcourts.gov)

About the Maryland Court System | Maryland Courts (mdcourts.gov)

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Essential Job Functions

The Fiscal Clerk assists in the overall operation of the Accounting Department in accordance to the Maryland Rules and Regulations, conforming to the Generally Accepted Accounting Principles. Audit source documents received into accounting for accuracy; analyze, classify, code, prepare journal entries and post to ledgers and worksheets. Perform reconciliations by preparing reports and specialized statements.

Essential Duties And Responsibilities

CRIMINAL/CIVIL ACCOUNTS RECEIVABLE

Blue bills issued to defendants in the courtroom.

Audit and reconcile criminal bills received in the MOIT database.

Research criminal bills in Mainframe and resolve discrepancies.

Maintain bills in numerical order in separate files, open and closed.

Verify and record payments on the clerk blue copy of bill received from the Sheriff?s Office against monthly disbursement reports. Send original yellow bills to Criminal to record closed bills in Mainframe.

State Injury Fund Fee ? Determine allocation of monies to proper agencies. Prepare and email specialized report to the Comptroller?s office. Maintain hard copies of the report breakdown in book form.

Pick up past due notices from the print shop, verify, and mail notices to the defendant.

Review past due bills received from the open receivable system in Mainframe for fine and cost disposition and CCU eligibility.

Answer phone calls regarding past due bills and sent notices.

Send copies of bills to Sheriff?s department and Central Collection Unit.

SPECIAL FUND ACCOUNTS

Process requests for check forms, reviewing for proper source documents and errors.

Enter checks in Wells Fargo Fraud Manager System.

Record disbursement information in Odyssey Escrow system.

Send notices to payees for checks not cashed and/or returned.

Send notices to payees/attorneys for W-9 forms and 1099 miscellaneous reporting for the end of tax year.

Send notices to litigants for unclaimed property, according to due diligence procedures.

Research positive pay alerts and make decisions based off this data.

Research lost checks; stop payments or replacement checks.

Prepare receipt escrow receipts for deposit.

Process returned checks received from bank for special fund accounts.

RETURN CHECK ACCOUNTS RECEIVABLE

Processes notice of returned checks received from Maryland Judiciary Department of Budget & Finance which includes updating in Odyssey and GEARS.

Maintain return checks receivable, which includes the collection process and determination as to which accounts become uncollectible. Then, forwarding those accounts to State of Maryland Central Collections Unit.

Locate the original receipt in RCS, Odyssey, or the Stand-Alone Cash Registers.

UCS- Create a receipt adjustment in Odyssey to reverse the returned check.

Notify the Odyssey department to update the cases/record and create a statement of costs for return checks.

Update GEARS for all returned checks. This includes creating JBC ?bills? to adjust original receipts for the insufficient check allocation. Create +a GEARS Customer I.D. for BAD ?Bills for invoices for returned checks for Land Records, License and Criminal.

Sending the notices for the returned checks to the payors per the Accounts Receivable Policy & Procedures.

Returned Checks

Notify departments.

Record payments for checks made good.

Reconcile GEARS query.

Record in Excel.

Notify managers via email .

Other Duties

Assist the judiciary, attorneys, court personnel and the public.

Provide W-9 forms to vendors.

Records Retention Storage And Disposal

Prepare specialized forms and reports in accordance with the property retention schedule.

Perform shredding.

Consolidate financial data and prepare monthly allocation report.

Assist with daily accounting functions whenever needed in the absence of co-workers:

Deposit escrow monies from Civil and Paternity divisions, and daily cash receipts.

Prepare daily deposits averaging approximately $300,000, by examining checks for correct dates, amounts, payees, and endorsements.

Verify/reconcile the cash to the Z tapes.

Verify and count Jury Fund Cash once per week.

Answer telephone, filing, and performing general office duties.

Other duties as assigned by management.

Education

High school diploma (or GED equivalent).

Preferred: College or AA degree in accounting

Experience

Two (2) years of fiscal or accounting work experience.

Note

A bachelor's degree may substitute the required work experience.

A Paralegal/associate degree or 60 college credits may substitute the required work experience.

A Paralegal Certificate may substitute one (1) year of required work experience.

Knowledge Of

Knowledge, Skills, and Abilities:

Generally Accepted Accounting Principles (GAAP) or Governmental Accounting and Financial Reporting Standards (GASB).

Principles and practices of bookkeeping and accounting in order to review, verify, record, adjust, and balance financial transactions.

Office equipment including, but not limited to, computers, telephones, copiers, scanners, fax machines, etc.

Skill In

Managing priorities to meet critical deadlines while multitasking.

Basic English and arithmetic to include, but not limited to, spelling, punctuation, addition, subtraction, multiplication, and division.

Accuracy and attention to detail.

Analyzing records, reports, and other business and financial documents and noting details and facts pertinent to the audit assignment.

Organization and time management.

The use of Microsoft Office products to include, but not limited to, Excel, Word, PowerPoint, Outlook, etc.

Ability To

Acquire knowledge of Maryland Judiciary procedures, rules, practices, regulations, and jurisdictional courts.

Learn and apply job-related terminology, policies, procedures, regulations, and laws to define problems, collect data, establish facts, record data, appropriately complete forms, and provide information to customers.

Perform a full range of basic accounting procedures.

Interpret, apply, and follow a variety of written or verbal instructions.

Establish and maintain effective working relationships with other employees, superiors, and/or the general public.

Use standard office and business equipment including, but not limited to, personal computers, word processing, spreadsheets, database software, copier, microfilm machine, register, scanner, fax machine, etc.

Physical Requirements

Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Software And Computer Skills

Basic computer knowledge, Microsoft Suite (Outlook, Word, Excel, Teams), GEARS, Odyssey, RCS, Wells Fargo Commercial Electronic Office (CEO), Chase, CCU Portal, SharePoint.

Selection Process

Your application package will be used to determine your eligibility, qualifications, and ranking for this position. If you are determined to be ineligible or not qualified, your application will receive no further consideration. It is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates, and hours of work. If you have held more than one (1) position at the same employer, you must list each position that you held, the length of time that you held each position, and the corresponding duties. Description of duties that state, "see resume" will negatively impact consideration for this position. Applicants will not be contacted for additional information. Only applicants considered for this position will be contacted.

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.

For further information please contact Talent Acquisition at [email protected].

The Maryland Judiciary is an equal-opportunity employer committed to fostering a workplace culture of diversity, equity, inclusion, and belonging. We do not discriminate on the basis of race, color, religion, age, sex, pregnancy, marital status, national origin, military or veteran status , physical or mental disability, familial status, genetic information, gender identity or expression, sexual orientation, or any other characteristic protected by State or federal law. Applicants who need an ADA Accommodation during the application and/or interview process should send their request via email to [email protected] or call 410-260-1732. The Maryland Judiciary is a drug-free workplace. Applicants must be United States citizens or eligible to work in the United States.

Please find the Maryland Judiciary's equal employment opportunity policy here: Policy Prohibiting Discrimination, Harassment, and Retaliation .