REGISTRY FUNDS ACCOUNTANT ADMINISTRATOR - District Clerk

Full Job Description

Responsible for maintaining, auditing, monitoring, and reconciling registry fund deposits for cases in ten civil and tax district courts, six family law courts including two IV-D courts, twelve criminal district courts, and one juvenile court, which consist of cash bonds, minor funds, interpleaded funds and excess proceed deposits resulting from statutory court orders.

Interprets and executes court orders relating to investments, withdrawals, disbursements, and resolution of registry fund accounts. Analyzes and determines proper investment option for all accounts.

Assists with monitoring Collateral for un-invested and invested Registry Accounts.

POSTING MAY CLOSE AT ANY TIME
AFTER A SUFFICIENT NUMBER OF APPLICATIONS ARE RECEIVED

Tarrant County employees enjoy superior health, retirement, and insurance benefits.
For more information, please click on the link below:
http://www.tarrantcounty.com/en/human-resources/employee-benefits.html

Requirements

1. Disburses funds per court orders. Interprets, approves, monitors, and executes court orders relating to deposits, investments, and withdrawals of registry funds accounts.

Verifies daily registry fund deposits against checks and reporting within multiple case management systems.

Audits and reconciles all registry fund deposits for accuracy within multiple case management systems and financial institution receipts. Receives and records cash bond transactions into TIMS.

2. Addresses and resolves complex issues regarding court orders with judges, attorneys, parties to the case, the County Auditor’s Office, or financial institutions where appropriate often resulting in the order being amended.
3. Monitors and reviews all file desk registry errors and notifies management of appropriate action needed by staff in order to correct. Audits, prepares and executes all court registry adjustments within multiple case management systems.
4. Sets up investments per court orders and updates all financial information on all registry funds accounts.
5. Creates, maintains, and provides manual and automated documentation of registry fund accounts to management of other District Clerk sections within multiple case management systems. Works with IT to compile reports that are included in this documentation.

Composes all correspondence relating to registry accounts.

Addresses questions regarding registry fund issues and reports findings to District Clerk departments, judges, staff, attorneys, Attorney General, other departments, general public and/or other government entities (federal, state, county and city).

Ensures IRS Form W-9 is maintained and updated as required in minor settlement case records. Verifies, prepares, audits, and distributes IRS Form 1099 for individual minor registry accounts.

Prepares and submits IRS Form 1096 Annual Summary and Transmittal of U.S. Information Returns for minor accounts.

Informs parents and guardians of investment for benefit of a minor at time of investment. Provides account information yearly and upon request from parent, guardian, attorney, or state agency.

Audits and maintains minor or case information received after the initial investment and periodically thereafter.

6. Calculates administrative fees owed to Tarrant County for each registry fund distribution based on applicatory statute for invested and un-invested funds.

Reviews calculations and monthly postings of interest earnings by case on individual trust accounts. Calculates and posts interest accrued upon closure for each invested registry account.

Reconciles each invested and un-invested registry account between TIMS and the financial institution. Identifies and researches discrepancies.

7. Calculates and provides collateral balance data for uninvested Registry Funds account and individual invested accounts to Accounting Manager. Monitors weekly to verify adequate collateral and suggests to Accounting Manager any necessary additions or releases.

Reconciles and audits the outstanding checks report. Verifies identity of each person involved with the reissuance of checks. Produces reports for and meets with judges and the District Clerk's Office.

Calculates, provides data and remits Unclaimed Property Funds to the County Auditor and the State of Texas for registry fund accounts.

Researches each case to ensure proper due diligence was conducted for each case. Reviews court orders to disburse money for Unclaimed Property Funds.

Researches investigative database to locate people named in the case.

8. Performs random cash drawer audits in all District Clerk departments.
9. Analyzes tools offered by the financial institution to determine most effective investment option for case, parties, and District Clerk's Office. Audits, maintains, prepares, and executes CD renewals between financial institution and District Clerk's Office daily, monthly and annually.
10. Acts as backup for the Systems Accountant position and as backup for the Accounting Electronic Funds Coordinator position.
11. Responsible for all updates made to DC Connect with regards to registry and develops, assists with, and implements policies and procedures for registry.
12. Reconciles and audits the outstanding checks report. Verifies identity of each person involved with the reissuance of checks. Produces reports for and meets with judges and the District Clerk's Office.
13. Monitors current legislative session and stays abreast of current laws and revisions on new legislation that impact the District Clerk's Office. Assists with the preparation and execution of meetings with managers and their respective departments.
14. Responsible for the audit, deposit, and withdrawal of items held in the registry lockbox per court order in accordance with policies and procedures.
15. Calculates, verifies, prepares, and distributes IRS Form 1099 for attorney’s registry accounts. Prepares and submits IRS Form 1096 Annual Summary and Transmittal of U.S. Information Returns. Obtains W-9s from attorneys as necessary every year.
16. Gathers requested supporting documents, reports and information for internal county auditors and external auditors.
17. Monitors, researches and gathers documentation regarding fraudulent checks providing appropriate support to the District Clerk, Accounting Manager, and the District Attorney’s office. Coordinates with financial institution to prevent payout of funds.
18. Collaborates with accounting manager, section managers, auditors, IT and outside developers to develop, implement, make changes, and review complex issues/discrepancies regarding the receipt and disbursement of Registry Funds for multiple case management systems.
19. Monitors and reviews checks written daily for General and Registry Funds. Initiates the transfer of positive pay transactions through a secure web transmission. Researches and works with accounting staff to resolve discrepancies.
20. Reviews calculations and monthly postings of interest earnings by case on individual trust accounts. Identifies and researches discrepancies.
21. Performs special projects and other related duties involved in the operation of the department as assigned or required.

Qualifications

NOTE: You must fill out the work history and education sections of application to show you have years of experience/education as required by hiring department or be disqualified.

• Associate's degree in business administration or a related field such as accounting or equivalent.
• Four (4) full-time years of accounting, bookkeeping, and/or finance experience.

• Valid Driver’s License Required.

• Knowledge of Texas Rules of Civil Procedures, Tarrant County Local Rules, and Justice Information Management Systems (JIMS).

• Computer literacy and accounting skills required.

• Knowledge of Windows applications, copier, fax, printers, and calculators.

• Must possess strong time management, leadership, and communication skills.

• Must have experience with spreadsheets and word processing applications.

• Requires advanced mathematics skills.

Tarrant County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudication in the past seven years and may include financial history reports, motor vehicle records, employment records and educational attainment.

A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.

Additional Information

While performing the duties of this position, the incumbent is regularly required to bend, carry, climb stairs, grasp/squeeze, operate hazardous machinery, hear, keyboard, kneel, lift below the waist, lift between waist and shoulder, lift overhead, lift to the side/twist, tolerate noise, tolerate hot and cold outside temperatures, pull, push, reach, reach overhead, perform repetitive tasks, see color, see near, sit, squat, stand, stoop, talk, use his/her hands, walk, and work alone and with others.