Administrative Specialist

Overview This full-time permanent position is located in the Bankruptcy Court clerk’s office in Madison or Eau Claire. Remote flexibility may be considered on a case-by-case basis for highly qualified candidates outside the commuting area. The Administrative Specialist performs and coordinates administrative, technical and professional work related to financial, accounting, procurement and travel activities of the court, including ensuring compliance with appropriate guidelines, policies and internal controls. The incumbent prepares, updates and analyzes a variety of accounting records, financial statements and reports, performs accounts payable and accounts receivable activities, reviews the accuracy of monies received and disbursed by the court and processes financial transactions. The hours for this position are 8:00-4:30 Monday-Friday. Duties Maintain, reconcile and analyze accounting records, consisting of a cash receipts journal, registry fund and deposit fund as well as subsidiary ledgers for allotments and other fiscal records while complying with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, and internal controls guidelines. Perform accounts payable and accounts receivable duties and have responsibility for the accuracy and accountability of monies received and disbursed by the court. Prepare, update, analyze and submit a variety of regular and non-standard reports as requested by court units, Administrative Office, US Treasury, financial institutions or other organizations or agencies. Maintain spreadsheet formats and programs for analyzing financial information for the court. Performs reconciliation of monies deposited, transferred and disbursed by the court unit. Coordinate travel and review and process travel authorizations and vouchers. Check figures, postings and documents for correct entry, mathematical accuracy and proper codes. Communicate with individuals to respond to questions, problems or insufficiencies with voucher submissions and the status of payment of vouchers. Maintain court unit’s travel guidelines. Use automated programs (JIFMS, JFinSys, and ECF) to record, store and track information. Adhere to appropriate internal controls for disbursement, transfer, recording and reporting of monies. Assist with the oversight of financial operations to ensure compliance with guidelines, procedures and policies established by the Administrative Office and court unit. Assess requests for goods and services, ensuring they are allowable under limitations, restrictions and policies. Negotiate with vendors for the best price for contracted services and purchases. Prepare requisitions and purchase orders. Procure authorized supplies, equipment, services and furnishings from government and non-government sources through new contracts, competitive bids or existing government contracts. Maintain purchasing records. Check deliveries against purchase orders for type, quantity and condition to confirm accuracy and deploy goods as needed. Prepare receiving reports. Prepare spreadsheets and maintain databases to track expenditures. Adhere to the court’s internal control procurement procedures. Other duties as assigned. Qualifications and Requirements High school graduation or equivalent required. College degree in accounting, finance, business or related field preferred. Experience in accounting or finance, and knowledge of financial accounting principles required. Excellent computer skills, including proficiency in Excel and Word, as well as the ability to adjust to ever-changing technology. Knowledge and experience using automated financial systems to perform day-to-day activities. Skill and accuracy in working with numerical calculations. Ability to understand relationships among accounts and how financial procedures relate to the overall business of the court unit. A familiarity with internal controls related to financial instrument handling. Self-starter with …

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