Records and Accounting Manager

About the Role

Incumbent works under the direction of the Administrative Services Manager or designee, managing 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 Douglas County 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 and regulations, collective bargaining agreements, county policies, and laws to create a cooperative, safe, respectful, and quality work environment.
• Supervise assigned staff, providing training, monitoring and reviewing workload, as well as providing 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 are made 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 dealing with complaints or complex situations presented by 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 on a regular basis.
• Administer records management policies and processes to ensure the accuracy and organization of all information, utilizing established retention schedules to ensure compliance with applicable regulations.
• 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 a 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 the course of employment.

Skills

• Effective communication and interpersonal skills.
• Ability to manage staff and administrative responsibilities.
• Proficiency in accounting and financial reporting.
• Knowledge of regulations and laws related to accounting and inmate personal property.
• Ability to operate coin and currency counting machines accurately.
• Strong organizational and problem-solving skills.

Pay

$7,214.63 - $11,545.11/Month

Physical Requirements & Working Conditions

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed indoors in an office setting within a correctional facility. Noise level is usually moderate.
• Work is generally performed during standard day-shift hours, however hours will occasionally include varied days, hours, and overtime as needed.
• Work may be stressful when dealing with multiple priorities and time constraints.
• Incumbents may encounter uncooperative or irate persons while performing duties.
• Work requires physical activity including extended periods of walking and standing with occasional climbing, reaching, carrying, balancing, kneeling, crouching, and bending.
• An incumbent must have the ability 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, hearing, and touch. Visual abilities, correctable to normal ranges, 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.