Records and Accounting Manager

About the Role

The incumbent manages assigned staff performing duties related to accounting, record management, inmate services, and other ancillary functions within the Douglas County Correction system.

Responsibilities

• Manage a variety of support functions for the correction system.
• Establish and maintain effective working relationships with supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the general public.
• Comply with Civil Service policies, collective bargaining agreements, county policies, and laws to create a cooperative, safe, respectful, and quality work environment.
• Supervise assigned staff, providing training, monitoring workload, and offering assistance as needed.
• Perform management administrative responsibilities (e.g., performance appraisals, orientation, disciplinary recommendations, scheduling) for assigned employees.
• Manage contracts for inmate services, coordinate payment of invoices, provide staff with information regarding new contracted services, and oversee contractor activities/performance.
• Review invoices from vendors for accuracy and ensure timely payments per contract requirements.
• Compile and analyze financial and statistical information to develop conclusions and recommendations.
• Manage and participate in accounting activities related to inmate accounts (e.g., commissary, cash funds) in a timely and accurate manner.
• Review trial balances and prepare required financial reporting based on established timeframes.
• Ensure proper staffing levels for each shift, performing the duties of subordinate staff as needed.
• Objectively investigate complaints and remedy issues brought forth by staff, inmates, and the general public.
• Assist with internal and external financial audits, evaluating reports and implementing corrective action as needed.
• Ensure on-site machines are serviced and emptied of deposits regularly.
• Administer records management policies and processes to ensure accuracy and organization of all information, utilizing established retention schedules for compliance.
• Oversee fulfilling subpoenas, researching, and obtaining information based on deadlines.
• Prepare departmental budget including revenue and expenditure projections, and submit recommendations for review.
• Assist in the preparation and review of request for proposal (RFP) for services and make recommendations on providers.
• Ensure inmate billing invoices are properly calculated and billed to appropriate agencies (e.g., Immigration and Customs Enforcement, United States Marshals Service).
• Operate coin and currency counting machines and handle money accurately.
• Maintain current knowledge of regulations and laws related to accounting and inmate personal property.
• Work with staff to maintain appropriate office supplies for the department.
• Perform the duties of the Administrative Services Manager as needed.
• Report to work with regular, predictable, and consistent attendance.
• Perform other duties as directed and assigned.

Requirements

• Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Accounting, Sociology, or related field of study required. Approved, related work experience may be substituted for educational requirements beyond high school on a year-for-year basis.
• Three (3) years of accounting or office management experience required.
• One (1) year of supervisory or lead experience required.
• Experience working in a correctional facility or law enforcement agency preferred.
• Bilingual ability in English and Spanish preferred.
• Ability to obtain and maintain Nebraska notary; previous notary service preferred.
• Must possess and maintain a valid driver’s license at the time of hire and throughout employment.

Physical Requirements & Working Conditions

The physical demands and work environment described are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

• Work is performed indoors in an office setting within a correctional facility, with moderate noise levels.
• Work is generally performed during standard day-shift hours but may include varied days, hours, and occasional overtime as needed.
• Work may be stressful when dealing with multiple priorities and time constraints, and may involve encounters with uncooperative or irate persons.
• Physical activity includes extended periods of walking and standing, with occasional climbing, reaching, carrying, balancing, kneeling, crouching, and bending.
• Must be able to frequently lift and/or carry equipment, files, and other materials weighing up to 50 pounds and occasionally up to 75 pounds.
• Required sensory abilities include vision (correctable to normal ranges), hearing, and touch. Visual abilities include close, distance, and color vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges.