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Bond/Fine Accounts.
The Carthage City Council met
in an special meeting last Thursday at noon. The
sole item on the agenda was the change of signers
on the Municipal Court Bond Bank Account.
Since that time a forensic
auditor has been pouring over Police Department
records trying to sort out exactly how much money
is missing from the City Court Bond Account and
the account that holds fines paid to the City.
According to City records, the
Bond account had $9,491 and some change when the
City had its annual audit last year. What is
unclear is whether that number is an accurate
accounting of the funds received.
City records also show that
fines levied by the Municipal Court average
approximately $17,000 a month.
The City has a written policy
procedure for handling of all funds. (see inside)
Police Chief Greg Dagnan told the media last week
that an employee of the department was terminated
for failure to follow those policies. The City
Court Clerk’s job description (also inside)
includes the responsibility of accounting for all
court funds received.
Cash Handling - City of
Carthage procedure manual
Cash, Check and Other Receipts:
All checks should be endorsed
immediately upon receipt.
Upon receipt, all checks will
be endorsed as follows:
"For deposit only"
City of Carthage
Upon receipt, all cash, checks,
bonds and other financial tender (except real
estate tax payments) will be recorded in the
appropriate pre-numbered duplicate receipt book
and the original will be given to the payee.
Receipt books shall be issued in sequential
order. The copy will remain in the receipt book.
The receipt will bear the date, source, account
distribution and amount.
Real Estate Tax payments are
not to be recorded in a receipt book. The real
estate tax bill will be stamped paid with a
numbered stamp. One copy will be retained and one
copy will be given to the payee.
All receipts will be recorded
in a receipt journal.
Deposits into the City Treasury
should be made daily or when accumulated receipts
exceed $100. The Municipal Court clerk, on the
day preceding court, may accumulate receipts up
to $300 before a deposit must be made.
A deposit slip will be prepared
in duplicate and will bear the date, source and
amount of the deposit. The copy will remain with
the department’s accounting records.
To ensure receipts are
deposited intact to the City treasury, the source
of all payments received should be indicated on
the receipt slips and reconciled to the bank
deposits.
Personal Checks shall not be
cashed from any source of funds owned by the City
or held under the fiduciary control of the City.
Municipal Court bonds should be
deposited into a separate bank account titled,
"City of Carthage - Municipal Court Bond
Account". Deposits into the Account should
be made daily or when accumulated receipts exceed
$100. Subsequent disbursement of the bonds should
be made by check.
All persons using the golf
course shall sign their names and list the date
in a bound journal prior to play. This journal
shall be retained by the Parks and Recreation
Department for a period no less than three years.
Members as well as walk on customers must sign
the journal.
JOB DESCRIPTION
CITY OF CARTHAGE
DEPARTMENT:
Police SALARY GRADE:3
POSITION
TITLE:Court Clerk FLSA STATUS: Non-Exempt
RESPONSIBILITIES
OF POSITION:
This is responsible general
clerical work which involves a wide variety of
activities in preparing and maintaining court
records for Carthage Municipal Court of the City
of Carthage. Activities may include skilled
typing, filing, canvassing and screening callers
and visitors, and operating office machines. Work
is performed with initiative and independent
judgement and is evaluated upon completion for
adherence to instructions and established
departmental procedures.
SUPERVISION RECEIVED:
Under general supervision of
the Captain, incumbent is expected to demonstrate
and exercise considerable independent judgement
and knowledge in the performance of assigned
duties.
ESSENTIAL JOB FUNCTIONS:
Essential responsibilities and duties may
include, but are not limited to the following:
1. Taking fine payments and
entering payments into the computer system.
2. Preparing court records for
court.
3. Filing arrest records.
4. Deposit funds from municipal
court into City’s general revenue account.
5. Preparing financial reports
for City Clerk.
6. Maintaining records of the
department.
7. Process signed complaints
for review by the City Attorney and complete
disposition.
8. Perform departmental duties
as assigned by the Chief or Assistant Chief of
Police.
9. Maintain accounts receivable
for unpaid fines.
10. Carries out any other
duties as are within the scope, spirit and
purpose of the job as directed by the supervisor
or Department Head.
QUALIFICATIONS REQUIRED:
Knowledge: General bookkeeping,
accounts payable and receivables skills. Basic
office skills including typing, filing, dictation
and computer skills.
Abilities: Ability to follow
verbal and written instructions; work
independently; set priorities; meet deadlines;
and exercise independent judgement; maintain
confidentiality; present a positive professional
image to the general public and other City
Departments.
Experience, Education and
Training: Any combination of experience and
training that would likely provide the required
knowledge and abilities is qualifying. A typical
way to obtain the knowledge and abilities would
be: Experience: Two (2) to three (3) years of
previous experience in a similar position or
demonstration of possession of the knowledge and
abilities listed above. Education: High school
diploma (or GED) or related specialized training
courses with supplement experience.
Physical Requirements: Work is
performed in an office environment with noise and
frequent interruptions. Some assignments require
sitting for extended periods of time. Work is
often performed under the stress associated with
the need to meet inflexible deadlines.
Licenses and Certificates:
Possession of or ability to maintain, an
appropriate valid Missouri driver’s license;
to maintain a functioning telephone at place of
residence.
SPECIAL REQUIREMENTS:
Schedule: Work is typically
8:00 a.m. to 5:00 p.m. Employee is scheduled to
work 80 hours during the bi-weekly period.
Overtime: The City provides
overtime or compensatory time pursuant to the
Fair Labor standards Act.
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