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Pac Agenda August 12, 2013 @ 6:00 P.M

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Pac Agenda August 12, 2013 @ 6:00 P.M PAC AGENDA AUGUST 12, 2013 @ 6:00 P.M. Rescheduled from August 6, 2013 Council Conference Room -3rd Floor Monroe County Courthouse 100 W. Kirkwood Avenue Bloomington, IN 47404 PAC Members: Ryan J. Langley, Chair Shelli Yoder Geoff McKim Please read: Meeting Packet I Numbered Agenda Item I & Organization Topic and Information Pages I­ Item One Call to Order I Item Two A. Request to Fill Vacancy B. Request to Split Financial Manager Position into I Treasurer Two Positions Item Three Review of Payroll Representative Job Classification 26-45 Auditor Item Four 2014 Budget and the State Reimbursement Program 46-52 Public Defender Item Five A. Request to Reclassify Case Management 53-55 Technology Specialist from Pat II to Pat III I Prosecutor B. Request to Reinstate In Grade Supervisor Pay of I Prosecutor's Office Executive Director ! Item Six Request to Fill Full Time Deputy Position Assessor Item Seven Adjournment I I Y:\2013 PAC\2013-08-12 PAC Meeting rescheduled\2013-08-12 PAC Agenda.doc I I ' PERSONNEL ADMINISTRATION COMMITTEE (PAC) REQUESTED AGENDA INFORMATION FOR PAC MEETINGS TITLE OF ITEM THAT APPEARS ON THE PAC AGENDA: Request To Fill Vacancy In The Treasurer's Office & To Split The Financial Mgr Position Into Two Positions DATE ITEM WILL APPEAR ON THE PAC AGENDA: 8-12-2013 CONTACT PERSON: Catherine Smith PHONE NUMBER: -3492531 Presenter at PAC Meeting if other than Contact Person: OFFICE/DEPARTMENT: Treasurer EXECUTIVE SUMMARY: (Please attach supporting documentation for your request) This request is to split the Financial Director Position into two positions for the purpose of segregating the cashbook and fund balancing/reporting function from the bank reconciliation function for the purpose of GASB appropriate accounting and implementing fiscally responsible internal controls. Printed name Cathy Smith Date6/21120 13 Signature I TREASURER Cathy Smith Judgment Deputy Mortgage Deputy II 1. :1Eif/<JQ~ia,l Mphager Ill Financial Manager & Cashier & Cashier -Processes all court -Coordinates with all -Manage all aspects judgments and Mortgage Companies • 'i~~~~ii&~~.alli.ca,s'n of Banking and all Demand Notices -Creates Lender Files ••i:J\~I'(~~~~~n8i[IW~e accounts -Processes all and interfaces them ··••• •.p.<:l)?g~i!,ti.<:!<!>ts .. ,';' "'"-'"""'","'"''"' '''"''' -Verifies cash governments with our taxations .::mr0~ili~.• ~.&~~.~~~:s~*b~go~,·.·. holdings with employee lists for software ••!':p~op~~~~::fa,x'.ccS'IIecligm.s,···• Cashbook Manager governments entities ····.; -Processes all a~~;,tl.Q.ditorFCJnd··.·· Daily and garnishments overpayments, Waits on Customers misapplied payments, and takes payments correction of errors, etc. ~ .2. POSITION DESCRIPTION COUNTY OF MONROE, INDIANA POSITION: Deputy!Aeeeunting Financial Manager/Banking Bookkeeper DEPARTMENT: Treasurer WORK SCHEDULE: As Assigned JOB CATEGORY: PAT II (Professional, Administrative, Technological) DATE WRITTEN: May, 2007 STATUS: Full-time Proposed Revision July 2013 FLSA STATUS: Non-exempt To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Monroe provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship. Incumbent serves as Depttty/AeeeHnting Financial Manager/Banking Bookkeeper for the Monroe County Treasurer's Office, responsible for maintaining and reconciling all banking transactions, records, reports and making banking receipting and disbursement corrections as needed. DUTIES: Verifies eash totals with recei]'lts issued, j'lests ana tetals daily cemj'luter cash beek ana financial reeerEis, j'lrej'lares necessary ferms fer Elej'lesit efmeney, balances, reeeneiles, ana settles all CeHnty aceeBnts ana finaneial statements. Sllj'lervises ana Elireets daily aetivities ef Cellectiens Deputy, inelttEiing ]'lreviEiing J'lFe]'ler instruetien ana assming J'lfBJ'ler eem]'lletien ef assignee duties as EletermineEI by Treasmer ana ChiefDepttty. Assists Treasurer ana Chief Deputy with supervision of managing the office workload, including assuring proper maintenance of all records and files and making recommendations for the improvement of overall office operations. Enters deposit receipts from daily collections in secure, proprietary computer-based banking software at appropriate financial institutions, in an accurate and timely fashion. Correctly accounts for the type of money received and disbursed (direct deposits, Ach, EFT, Certified Funds, wires, currency, coins and checks) in order to maintain accurate monthly totals at all financial institutions used by the Monroe County Treasurer's Office. Transfers funds between banks or between bank accounts as needed. Maintains a highly accurate accounting of all accounts and transactions with official documentation as required by the State Board of Accounts and in the County's Banking Module of the Financial Software provided by the County Commissioners. Treasurer- Deputy-Accounting, Pg. 1 Receives property tax deposit reports made through the multiple credit card/lock box systems and balances with daily postings to the banking records. Transfers this information into the Financial Sotware and verifies amounts deposited daily with report of deposit. Receives and balances the credit card deposits made through the bank with the individual property tax amounts due on taxpayer accounts. Verifies total deposits, type and breakdown of the reports received of in-house taxation collections from the Cashbook Financial Manager to what posted in the various banks daily. Matches to the bank's daily reconciling reports, verifies and provides this information to the Cashbook Financial Manager for daily posting to the County's Official Cashbook Verifies deposits, type and breakdown of the reports received of collections from the Bureau of Motor Vehicles for various types of excise tax collections (Auto, Air, Rental Car, Lottery, etc.). Matches to the bank's daily reconciling and provides this information to the Cashbook Financial Manager for daily posting to the County's Official Cashbook. Prepares a monthly interest report for the County Treasurer and County Commissioners. Distributes interest to various funds, balances monthly bank statements, and prepares month-end financial reports for the State. Prepares fiscal reports for the State Board of Accounts for year­ end audit purposes. Performs various clerical functions such as pulling/copying canceled checks as requested, verifying checks and direct deposits as prepared by the Auditor to reports provided from them for accuracy. Stamps the Treasurer's name on checks as directed by the Chief Deputy Treasurer after check verification. Maintains computer bank accounts, tokens for bank function/operations, password and computer banking security protocol. Perfonning daily computer backups. Receives monies and prepares posting receipts from the County departments for their cash intake. Periodically places stop payment orders and/or copies checks as appropriate. Keeps an accurate accounting of all funds inside safe, including appropriate opening and closing levels of each cash drawer and the safe's residual cash for the purpose of making change. Returns the safe to the appropriate level of cash resources for starting drawers the following mommg. Keeps an up-to-date listing of outstanding checks and their liability to date and with respect to fund and line. Keeps an up-to-date listing of investments and makes changes as needed, reflecting investment buys, interest earned and renewal date, etc. in the Investment module of the County's Financial Software. Treasurer- Deputy-Accounting, Pg. 2 Types/issues mobile home tax clearance permits for transfers of title and/or moving, and provides receipts. Verifies taxes are current for Alcoholic Beverage Commission, mobile home permits, and gross income and inheritance forms. Prepares a complete accounting of all bank accounts and every transaction as a permanent record for the State Board of Accounts, including a total transparent audit trail. Performs month-end functions such as balancing each bank account total with the Chief Deputy or Treasurer. Prints and files reports as needed with various offices across the county pertaining to their banking and/or their investments (such as Monroe County Highway Department, Assessors' Office, the Health Department, etc.) Collects each days deposit receipts from persmmel taking funds to bank, organize and store for use during monthly balancing. Post monthly service fees after verifying all bounced checks, deposits, and transfers. Reconciles Cemrty Bank accounts BY Balancing County figures against Bank statements and corrects errors in aeeoURts, including eharge Backs to departmoots and pests menfuly service eharges. \Vorks directly with financial institutions in correcting Bankffig errors in posting, overpaymORt, electronic funds and credit card transactions. Initiates stop paymeflts and autHorizes fue issuance of replacement cheeks. Performs wires and/or traasfors money to pay Bills aud payroll. Compiles data in order to prepare financial statements for the State Board of Accounts on a monthly basis (reports and balancing) and daily (daily folder of transactions) basis. Prepares semi-annual tax settlement funds transfers in conjunction
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