Administrative Technician - Municipal Court

POSTING TYPE: entry level & promotional

Current City Employees may apply, but must have completed initial Civil Service probationary period and must have received a satisfactory performance rating on their last evaluation to receive promotional preference.

ENTRY LEVEL SALARY: $46,953
PAY GRADE RANGE: $46,953 - $75,125 (Pay grade 310)

CIVIL SERVICE EXAM: Written exam - will be emailed out within 3 business days after posting closes

ESSENTIAL FUNCTIONS

Prepares and maintains all payroll records; coordinates departmental payroll preparation with City's central payroll division; computes appropriate deductions, i.e., insurance, pension, credit union, etc.; answers payroll questions from employees in assigned area; maintains time, annual and sick leave and coordinates discrepancies with supervisors and/or employees.

Assists in preparation of department's annual budget; verifies personnel services budget, i.e., calculates salaries, benefits, vacancies, etc.; projects expenditures for various line items (buildings, equipment, salaries, etc.); verifies quarterly projections of budget from the Finance Department; maintains ledger books and keeps running total of line items/organizational codes.

Receives requests for purchases and prepares requisitions for Purchasing Division; verifies funds available for purchases; verifies requests for payment and prepares voucher requests for transmittal to Accounting Division for payment of all invoices, statements and outstanding contracts; maintains records of all purchases, vouchers, etc.

Tracks spending and GL balances for all Court accounts. Handles all returned checks and chargebacks for the Court in conjunction with the Financial Analyst, including the resolution of reporting issues for Finance. Processes all refund requests and payment transfers.

Prepares daily web and cash reports reflecting department transactions with the public.

Maintains personnel records and files on departmental employees; updates files and processes step and merit pay increases.

As needed, acts as a liaison for the director, department head, etc., in coordinating the hiring process and other personnel matters; helps implement the City's Administrative Rules and Regulations and the Civil Service Merit Board Rules and Regulations within assigned area; prepares all required personnel forms, transmits and coordinates processing of forms with other departments.

At the direction of the City Judge and Municipal Court Administrator, coordinate, oversee, and/or execute special projects and assignments that involve external agencies and Municipal Court staff.

Interacts with external vendors or agencies such as MTAS, in-state agencies, out-of-state agencies, other courts, KPD TBI, UTPD, and PBA as needed.

Researches and furnishes requested data to individuals in accordance to State and local law within a reasonable period of time.

MARGINAL FUNCTIONS

Performs related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of modern office practices and procedures.

Knowledge of good public relations techniques and practices.

Knowledge of the City's Administrative Rules and Regulations and Civil Service Merit Board Rules and Regulations.

Knowledge of the various forms and reports used in various areas of assignment (i.e., personnel, purchasing, etc.).

Fundamental knowledge of basic mathematics, i.e., calculating discounts, percentages, etc.

Knowledge of proper payroll preparation and procedures.

Fundamental knowledge of clerical accounting practices and procedures and of basic accounting theory, practices and procedures.

Knowledge of the methods, practices and terminology used in fiscal records keeping work.

Knowledge of the City's budgetary practices and procedures.

Knowledge of proper record keeping practices and procedures.

Skill in handling complaints and dealing with problems.

Ability to establish and maintain effective working relations with the general public and coworkers.

Ability to relieve superiors of significant administrative details.

Ability to use independent judgment and discretion to analyze and resolve work problems.

Ability to communicate clearly, concisely, and convincingly--both orally and in writing.

PHYSICAL REQUIREMENTS

This position consists of primarily sedentary work, requiring the incumbent to exert up to 10 pounds of force occasionally, or a lower amount of force frequently, in order to lift/carry, push/pull or otherwise move objects. The job involves sitting most of the time, but may involve walking or standing for brief periods of time.

MENTAL REQUIREMENTS

This position requires the use of relevant principles and procedures to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.

MINIMUM REQUIREMENTS

Graduation from a standard high school or equivalent including or supplemented by courses in bookkeeping principles and practices.

Progressively responsible experience in clerical accounting work, personnel, and/or purchasing work.

PREFERRED QUALIFICATIONS

None indicated.

HYBRID WORK ELIGIBILITY

This position is eligible for hybrid work.

Note: Background checks will be conducted.

Drug testing may be required.