GENERAL DESCRIPTION OF POSITION
Performs a senior level of professional work within an assigned area of responsibility that relates to the processing and maintenance of records and works according to set departmental procedures. This class plans, organizes, and implements programs within assigned area; reports progress of major activities to executive level administrators through reports and conferences. Work product for this area includes the ability to perform; independent research, investigations, plan and develop audit plans to include scope and objectives of all audits, prepare work papers and final reports. Certified Fraud Examiner (CFE), Bachelor's Degree, and three years of relevant work experience required; including, but not limited to, a Clerk's office, governmental entity, legal or similar environment. Certified Government Auditing Professional (CGAP) and Certified Internal Auditor (CIA) preferred. This class reports directly to the Manager, Director or Chief Deputy of the department and follows the Clerk's standard operating procedures and policies.
ESSENTIAL DUTIES OF PERFORMANCE:
- These are essential expectations while performing the duties and responsibilities of the Deputy Clerk's position. These expectations are not all inclusive and can be modified at any time by the Clerk.
- Shares relevant information with team, leadership and others on a timely basis.
- Provides inter-departmental support through team-oriented approach to satisfy organizational needs.
- Acts as a representative of the Clerk of the Court when communicating with governmental agencies and others. Provides customer service when responding to internal or external customers.
- Ability to work as a team member with minimal supervision, and partner with manager to be a resource for the team in the manager's absence.
- Contribute to a positive, open-minded, innovative atmosphere and share/discuss ideas.
- Contribute to the conservation of resources by managing interruptions of coworkers and leadership.
- Teach, demonstrate, or by other methods pass on knowledge to others.
- Engagement - Proven motivation to contribute to the success of our organization and commitment to take positive action that furthers our mission, vision and values. Engagement is evident through productivity, dependability and showing initiative to seek out new responsibilities, act on opportunities and problem solving. The deputy clerk shows a sense of purpose in fulfilling their day to day responsibilities.
- Understand, support, and demonstrate organizational culture. Adherence to the Clerk's Policies and Guidelines, Mission, Vision and Balanced Scorecard initiatives. Aligns actions with organization culture (values).
- Leads and/or participates in staff meetings, conferences, workshops, professional meetings and other events.
- Consistent and predictable attendance.
- Monitors and/or manages specific projects and programs, prepares and presents routine and complex written or oral reports as required.
- Ensures tasks within assigned area of responsibility are completed accurately, within established performance measures, and in compliance with governing laws.
- Coordinates the implementation of new procedures to improve operations, decrease turnaround times and streamline work processes.
- Works cooperatively and jointly to provide quality customer service.
- Suggests and/or implements corrective action plans to solve organizational or departmental/divisional problems.
- Interpret and explain policies, rules, and regulations, laws to organizations, government corporate officials, and individuals.
- Prepares and submits recurring reports and special reports as required.
- Consistently produce accurate work.
- Assists in formulating long range objectives and goals for assigned area of responsibility.
- Demonstrates global understanding of the Clerk's office, possessing the ability to identify and coordinate resources.
- Suggests and/or implements strategic goals in alignment with the Clerk's vision for assigned area of responsibility.
- Proficient in various assignment related computer software programs.
- Demonstrates initiative in knowledge-seeking training and/or activities.
- Suggests and/or implements procedural development and revision within the assigned area of responsibility.
- Responsible for the development, review, and publishing of Standard Operating Procedures.
- Review and update relevant information to leadership regarding changes to standard operating procedures.
- Actively maintains knowledge of industry trends and adherence to Federal and State laws relating to areas of responsibility.
- Reviews legislation, impact and modifications, and implements same.
ESSENTIAL EXPECTATIONS OF RESPONSIBILITY:
- The tasks listed below represent essential job functions and excludes the marginal functions of the position that are incidental to the performance of essential job duties. Clerk may assign additional responsibilities related to the type of work as necessary.
- Plans and develops general audit plan, including the need for and use of questionnaires, flowcharts, and other instruments; describes objectives, scope and procedure.
- Performs research, fieldwork, data analysis, and policy and procedure evaluation to ensure that systems of authorization and recording procedures are adequate to provide reasonable accounting control over assets and liabilities; to detect duplicated effort, extravagance, fraud, or non-compliance with laws, regulations, and management policies.
- Examines and evaluates financial and information systems, recommending controls to ensure system reliability and data integrity.
- Makes recommendations to management on preventive methods to limit losses.
- Prepares audit draft reports, attends interim meetings and exit conferences with auditee.
- Completes final audit reports on audit findings and conclusions, recommending actions required to correct inadequate procedures and/or to improve efficiency and effectiveness.
- Coordinate completion of audit wrap up with the Internal Audit Support Clerk.
- Conducts fraud examinations in accordance with the Association of Certified Fraud Examiners (ACFE) standards and guidelines.
- Responsible for clear and consistent communication of progress to Chief Audit Officer, regarding specific audit assignments.
- Researches Florida Statutes, county ordinances, policies and procedures, Attorney General Opinions and other articles of reference.
- Proficient in utilizing data analytic software and audit repository software for all audit work papers.
- Responsible for partnering with Chief Deputy in developing and maintaining training for the organization. These trainings include but are not limited to Internal Controls and Ethics.
- Undertakes research projects in accordance with specific guidelines as established by the Chief Audit Officer.
Data Involvement - Develops new approaches or methodologies to solve problems not previously encountered by analyzing, synthesizing, or evaluating data or information using unconventional or untried methods.
Work Schedule: Full-time; hours not available
The Clerk of the Circuit Court is an equal opportunity employer. We abide by and enforce the provisions of Title VII of the 1964 Civil Rights Act, the Age discrimination in Employment Act, Chapter 760 of the Florida Statutes, the American with Disabilities Act, and all other Equal Employment Opportunity laws and regulations.
Education/Vocational Certification and Experience Requirements:
- Certified Fraud Examiner (CFE), Bachelor's Degree, and three years of relevant work experience required; including, but not limited to, a Clerk's office, governmental entity, legal or similar environment. Certified Government Auditing Processional (CGAP) and Certified Internal Auditor (CIA) preferred.
- Relevant certification and/or degree required.
- Three years of relevant work experience required; including, but not limited to, a Clerk's office, governmental entity, legal or similar environment.
- Business conducts employment verifications, national background check, Motor vehicle check (if applicable), education verification (if applicable)
Mathematical Requirements - Proficient in arithmetic and its application. Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Technology - Handles or uses machines, tools, or equipment requiring moderate instruction and experience such as computers, peripherals, scanners, copiers, word processing, spreadsheets and custom applications; multi-line phones.
Language and Sensory Requirements - Must have the ability to read, understand and interpret; journals, manuals, court pleadings, and professional publications. Must have the ability to speak formally before professional and civic groups; participate in panel discussions and speak on a variety of subjects. Must have the ability to write complex articles and develop presentations for a wide range of audiences. Must have the ability to compose original reports, training and other written materials, using proper language, punctuation, grammar, and style. Must be able to interpret and apply applicable laws, rules, regulations and policies. Tasks require visual perception and differentiation, as well as excellent oral and written communications ability.
People Involvement - Gives information, instruction, guidance, or assistance to people who directly facilitate task accomplishment. Frequently serves internal and external customers, attends to their requests and exchanges information. Have the ability to persuade or influences others in favor of a service, point of view, or course of action.
Reasoning Requirements - Perform work involving the application of broad and logical principles of professional management and leadership to new problems for which conventional solutions do not exist, and applying to a unit or division of the organization. Must have the ability to effectively deal with constant problems and cope with customers (internal and external) in impromptu situations.
Consequences of Mistakes - Consequences of mistakes can be moderately serious; can affect departments and divisions and also result in serious consequences to citizens (i.e. unwarranted arrests, extended time in jail, financial and legal implications, custody concerns, etc.) Loss of life could occur, but the probability is low.
Financial Authority - Purchase limit authority for this class is available in the Procurement Policy of the Deputy Clerk Handbook.
Physical and Dexterity Requirements - Ability to sit or stand for extended periods of time, while concentrating on repetitious or complex tasks. Ability to work within time constraints and workload surges. Ability to work in a fast paced environment with frequent interruptions while maintaining speed and accuracy. Ability to lift up to 35-50 pounds (varies based on position). Considerable skill, adeptness, and speed in the use of fingers, hands or limbs in tasks.
Judgments and Decisions - Decision making is a significant expectation of the position, affecting a large segment of the organization and the general public. Work in a dynamic environment with rules and procedures, but many variations from the routine. Responsible for assisting in the development of policies and practices. Ability to work on assignments where common sense and good judgment are essential. Judgment is required to ensure information released to public is not legal advice, is not released without proper authorization, is in compliance with best practices, and is not confidential in nature. Ability to work with and maintain confidential and/or sensitive records, and comply with legal advice restrictions for the Clerk & Comptroller's office as well as state and federal guidelines.
Environmental Factors - Tasks are performed without consistent exposure to hazardous environmental conditions. However, tasks may require compliance with safe handling of potentially hazardous materials, including but not limited to; court evidence, mail and packages received, microfilm chemicals, and aged records. Tasks require performance in a public environment with limited control over environmental exposure. Tasks could involve exposure to confidential, sensitive, and graphic images or information that must be safeguarded. All employees must promote a professional image to customers and have the ability to readily adapt to changes as business needs dictate.