Purpose & Job Related Requirements REPORTS TO: Probate Court Judge
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; Requires satisfactory completion of a six month probationary period
PAY GRADE: 114
SAFETY SENSITIVE: No
Purpose of Job
The purpose of this job is to perform functions associated with preparing the departmental operating and capital budgets and evaluating  programs and projects for effectiveness and managing special projects within the department. Duties and responsibilities include, but are not limited to, coordinating preparation of budgets; monitoring the status of the budget; developing reports and statistical information; conducting and analyzing performance measures, evaluating programs and services, managing special projects, and performing additional tasks as assigned.
Job Related Requirements
Work Schedule: Monday -- Friday, 8:00 a.m. to 5:00 p.m.
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
Minimum Training & Experience Required to Perform Essential Job Functions High school diploma or equivalent with three years of accounting, bookkeeping, and budgetary experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
Associate's/Vocational/Technical degree in related discipline preferred.
Essential Duties, Responsibilities The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Responsible for the accounting functions of the court; balances the cash receivables on a daily basis, consolidates daily deposits, prepares cash disbursement vouchers and checks, compiles monthly income and expense reports, reconciles bank statements, and makes deposits.
Prepares and directs the coordination of the annual budget planning for the court, monitors expenditures for current budget; prepares budgetary transfer requests as needed.
Upon approval of the judge, input payroll information of the court staff and forward to appropriate department.
Purchases supplies and equipment for the court; reviews and updates printed forms used in the operation of the court, issues printing requests, and maintains fixed assets.
Processes payments received into the court on civil cases; confirms that receivables are assigned to the appropriate case.
Prepares, plans, develops, and implements the departmental budget which includes:  CIP, new initiatives, new personnel, SPLOST operating impacts, revenues, operating, and program/services.
Prepares, plans, develops, and implements departmental business and financial procedures for operations for approval by the judge; analyzes and plan/develops changes to existing financial procedures.
Audits monthly budget records for accuracy of line items; reconciles departmental records against Finance Department printouts.  Reports expenditure progress to the judge.
Monitors all department accounts and budget expenditures for compliance with departmental fiscal controls. Manages the departmental procurement process.  Attend meetings to report on financial progress.
Conducts, completes, reviews and analyzes performance measures and data management and works with each division to obtain data; prepares necessary reports on findings and makes recommendations for change based on research.
Evaluates department programs and services upon request of the judge and recommends changes and alternatives; composes and/or prepares reports, charts, spreadsheets, graphs, and other documents associated with the programs, services, and operations of the department.
Manages special projects involving increase in caseloads in this county, in comparison to other counties, and assists the staff attorney and the  judge with long and short range planning; provides research and statistical comparison reports associated with planning.
Provides the court with technical assistance and training on special projects including performance measures and data management.
Works with court employees to research operational issues of concern, defines problems and recommends solutions; provides necessary reports on issues to the staff attorney and/or the judge.
Contacts other clerks to research their operations and recommend policy, procedural changes and/or programs for the court.
Monitors current filings of inventories, inventory & asset management plans, annual returns, reminding fiduciaries of returns coming due, warning them if still not filed, and preparing show cause orders for the judge's signature when failure to file continues.
Examines inventories, annual returns, inventory & asset management plans, and any attachments thereto for mathematical errors, substantive problems indicating possible violation or neglect of fiduciary duties, and improper or incomplete reporting on management of assets.
Performs other related duties as required.
Knowledge, Skills and Abilities
Knowledge of the principles, practices and procedures of the Court.
Knowledge of policies and procedures necessary in the completion of daily responsibilities.
Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
Knowledge of established organizational, managerial and human relations methods and techniques.
Knowledge of principles and practices of court administration, relevant laws, ordinances, budgetary processes and procedures and the theory and principles of program development and implementation.
Knowledge of modern office procedures; accounting, bookkeeping and budgeting principles and practices; the unified government accounting system; and various computer software systems utilized in budget preparation.
Knowledge of word processing, spreadsheets and/or other software relevant to the position.
Ability to operate various office equipment including computer, printer, calculator, copier, fax, scanner and telephone.
Ability to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the position.
Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency.
Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc., as they pertain to departmental operations and activities.
Ability to effectively communicate and interact with management, employees, members of the general public and all other groups involved in the activities of the Athens-Clarke County Government as they relate to the Probate Court.
Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
Ability to comprehend, interpret, and apply regulations, procedures, and related information.
Ability to handle required mathematical and statistical calculations.
Supplemental Information (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, scanner and calculator. Must be able to use body members to work, move, or carry objects or materials. This position requires:  walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions.  Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions.
LANGUAGE ABILITY: Requires the ability to read a variety of reports, forms and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare forms, reports, letters, memoranda, and miscellaneous documents using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques, to acquire and be able to expound on knowledge of topics related to primary occupation, and to make independent judgement in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical, or professional languages including legal and accounting terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually and with automated office machines.
MOTOR COORDINATION: May require the ability to coordinate hands, fingers, and eyes accurately in using automated office equipment.  Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a computer, telephone and calculator. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone, two-way radio.
ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or leah.jagatic@accgov.com .