Civil Bookkeeper

**Civil Division**

**JOB PURPOSE**:
Work closely with Finance and Civil Deputies to process, create, and track all financial transactions related to court and legal civil service to include invoices to customers, check and money order receipts, credits/refunds and overdue payments, utilizing QuickBooks. Also process weekly payroll and reimbursements for civil deputies utilizing Quickbooks and Microsoft Office.

**KEY EXPECTED RESULTS**:

- **Process Civil Court and Legal Documents and generate new invoices into QuickBooks in a timely manner.** To include completing invoices sent to the State of Maine Departments, notarizing specific documents, ensuring affidavits are copied and originals are returned to court, monitoring deputy signatures on all service documentation, following special billing procedures for State serves, and include special notations from deputies directly on the invoice.
- **Review generated invoices, attach the “return of service” and mail to clients the same day or within 24 hours.**:

- **Processing all incoming civil mail daily** (mail from post office, walk-in drop offs, mail dropped off throughout the day); Date each civil service received in the lower right-hand corner while putting paperwork together for the Civil Deputies. Logging all appropriate information into an excel spreadsheet as well as IMC, then placing all incoming mail in Civil Deputies boxes.
- **Processing all outgoing civil mail daily;** envelope invoice(s) and all paperwork to be returned to client. Address envelopes appropriately, post outgoing envelopes, and physically mail them daily. Make sure the client’s name and address on the invoice matches what is on the cover letter/info sheet. Create new Clients into QuickBooks as needed.
- **Enter all checks received into QuickBooks daily;** matching checks received with the correct invoice number.
- **On a weekly basis, add all Receivables, deposit them into the Treasury, and provide the Finance Department with a Refund (overpayment) Report;** hand deliver all Deposit information (Counter tool sheet, Deposit Summary from QuickBooks, Credit Memo Info from QuickBooks) to Finance Department. The Finance Department assists with counting all money orders/checks to make sure deposit money total is accurate.
- **Balance all refunds in QuickBooks;** Hand delivers the Refund List to the Finance Department.
- **Track invoices that are past due 30 days or more** for added late fees. Assist in identifying clients that should be flagged as COD or inform of those who are grossly negligent so that Finance can determine if further action is necessary. Mail a copy of the past due invoice(s) to Clients who have not paid.
- **Update appropriate Invoices with a Late Fee** and re-process appropriately. Mail Clients with an updated invoice showing a late fee was applied.
- **Calculate Civil Deputy Payroll,** enter data daily into QuickBooks, and weekly generating the appropriate forms for payroll, and meeting established deadlines. E-mail civil payroll sheets and civil payroll reports to the Administrative Specialist each week by 8am every Monday. E-mail Civil Deputies their payroll reports each week to confirm QuickBooks total matches their total. E-mail Chief Civil Deputy all deputies payroll report.
- **Calculate Civil Deputy Reimbursements monthly.** Hand deliver approved reimbursement sheets and reports generated through QuickBooks to the Finance Department.
- **Maintain “old” invoices from the previous vendor until depleted**: enter any invoices that receive payment into QuickBooks and process appropriately.
- Old invoices and billing slips scanned/indexed into DocuWare. Ability to find old invoices entered in QuickBooks as well if need to search for past ones. Current billing slips scanned into Civil Payroll folder.
- **Maintain Vendor/Client File in QuickBooks,** providing Fed ID# on forms, etc. Forward W-9 forms to the Finance Manager to fill out then once receive completed form back, forward to the client who is requesting it be filled out so invoices can be paid.
- **Maintain Service Excel Spreadsheet** for Deputy use; logging incoming paperwork for Deputies each day; date, client, person to be served, town/city, address, Deputy paperwork assigned to, money order/check amount, money order/check number, date service completed/invoice number, date mailed out of office, type of paperwork or any notes needed.
- **Provide in-person client service,** as requested; assist people in the lobby each day for Civil or Criminal Divisions; directing Criminal inquiries to appropriate person/department.
- **Maintain Office Supplies for the Civil Department,** providing Civil Deputies with items needed; when supplies are low, notify Office Manager.
- **Generate Civil Service Labels and Business Cards** to Civil Deputies when requested. Notify the Office Manager when Civil Deputies are low with business cards so more can be ordered.
- **Maintain an orderly and accurate filing system of