Entry Level Finance Specialist

Job Description

Job Description

Description

REPORTS TO: Chief Financial Officer
STATUS: Full-time, 35 hours/week, non-exempt, unclassified
JOB LOCATION: Hamilton County Courthouse
HOURS: Monday – Friday; 8:00 am – 4:00 pm
TRAVEL REQUIREMENTS: No travel required
PAY GRADE: $24.39/hour
SUPERVISORY RESPONSIBILITIES: No

JOB OVERVIEW:

The Finance Division within the Hamilton County Clerk of Courts is responsible for managing financial operations and ensuring compliance with accounting principles and policies. The Entry Level Finance Specialist plays a pivotal role in supporting the financial integrity and operational efficiency of the organization. Reporting to the Chief Financial Officer, this position oversees a range of financial and administrative functions, including payment processing, procurement, vendor management, and data reporting.

We are seeking a candidate who shares our vision for maintaining financial accountability and delivering outstanding service, while representing our core values of respect, integrity, kindness, and a commitment to serving others. The ideal candidate will bring:

• A Detail-Oriented Approach – Demonstrates a commitment to accuracy and precision in financial reporting and operational processes.
• Proactive Problem-Solving Skills – Investigates discrepancies and develops solutions to enhance financial controls and efficiency.
• Strong Organizational Skills – Excels at managing multiple responsibilities, maintaining records, and ensuring compliance with auditing and retention policies.
• A Team-Oriented Mindset – Thrives in a collaborative environment, supporting colleagues and contributing to the overall success of the Finance Division.

This role is ideal for a motivated professional who is eager to contribute to a dynamic and impactful environment by ensuring financial and operational excellence.

Essential Duties

60%: Financial Operations and Compliance

• Process and reconcile payments, invoices, and expenses to maintain financial accuracy.
• Investigate and resolve payment discrepancies.
• Manage organizational credit cards and reconcile expenses.
• Oversee purchasing, procurement, and compliance processes.
• Handle pay-ins, internal transfers, and account vouchers for the Finance Department.
• Ensure compliance with financial policies, including the finance retention policy for recordkeeping.
• Monitor and reconcile monetary transactions to ensure accuracy and adherence to auditing requirements.

25%: Vendor and Asset Management

• Manage vendor accounts, including registration, updates, and payments.
• Monitor copier inventory, lease agreements, and associated costs.
• Oversee postage accounts and process annual payments.
• Maintain inventory of supplies and approve orders.

15%: Reporting and Support

• Prepare reports on expenditures and budget-related activities.
• Maintain detailed and organized records for historical and audit purposes.
• Assist with various administrative and clerical tasks to support office operations.
• Generate reports from the court management system to determine payment amounts, create supporting documentation, and process payments to nonprofit organizations funded through collected court fees.
• Provide support to the Finance and Audit Manager in their absence and assist the Chief Financial Officer as needed.
• Safeguard confidential information and uphold the organization's values.

OTHER DUTIES AS ASSIGNED

Skills, Knowledge & Expertise

PREFERRED SKILLS:

Knowledge of:

• Financial and bookkeeping software, with the ability to adapt to new tools as needed.
• Fiscal management practices, including budgeting and procurement processes.
• Finance and accounting principles, industry standards, and emerging trends.
• Statistical data collection, analysis, and interpretation to inform decision-making.

Ability to:

• Build and maintain relationships with individuals from diverse backgrounds, characteristics, and perspectives, fostering an inclusive and respectful workplace.
• Demonstrate a professional demeanor at all times and align actions with the office’s core values: respect, integrity, fairness, kindness, and service to others.
• Learn and apply principles of county budgeting, administration, and applicable financial regulations.
• Navigate and comply with federal, state, and local regulations relevant to the role.
• Use financial software and tools to calculate, analyze, and identify sources of discrepancies.
• Handle sensitive and confidential information with discretion and professionalism.
• Work effectively both independently and as part of a collaborative team.
• Set goals proactively, prioritize tasks, and consistently meet deadlines.

Skilled in:

• Clear, concise, and effective communication, tailored to different audiences and styles.
• Advanced use of Microsoft Excel (e.g., pivot tables, data analysis tools) and Microsoft Word.
• Interpersonal relationship-building, fostering trust and collaboration.
• Preparing accurate and detailed financial reports with an emphasis on clarity and utility.
• Identifying issues, troubleshooting problems, and implementing effective solutions.
• Time management and organizational skills to handle multiple priorities.

Qualifications

• High school diploma or equivalent;
• 1–3 years of experience in accounts receivable, accounts payable, bookkeeping, or financial operations; experience with financial management software;
• Or an equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.