Policy Text
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Revenue and Collection Unit D uties and Responsibilities
The purpose of this Order is to i dentify the Sheriff’s Work Rel ease Division, Finance
Unit’s personnel, their duties , responsibilitie s and authority.
I. Policy Statement
The employees of the Finance Uni t report to the Collection Serv ices Supervisor.
The table below identifies the duties of unit personnel covered in this Order:
Topic See Page
Division Commande r 1
Executive Lieutenant 2
Division Bud get Coordinato r 2
Collection Services Su perviso r 2
Senior Sheriff Records S pecialist 3
Collection Services A gents 3
Sheriff Records S pecialists 4
II. Division Commander
A. The Division Comm ander oversees the operation of the Work Re lease
Division, including the Finance Unit.
B. Division Commander duties s pecifically related to the Financ e Unit are as
follows:
1. Cash disbursements a. Sign checks 2. Other related cash duties a. Access to safe b. Authorizes major adjustments, i.e., write-offs
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III. Executive Lieutenant
A. The Executive Lieutenant assu mes supervisory responsibilitie s in the
absence of the Collection Services Supervisor. These responsib ilities
include:
1. Signs checks (backup to the Division Commander) 2. Access to the safe
IV. Division Budget Coordinator Responsibilities
A. The Division Budget C oordinator specific responsibilities ar e as follows:
1. Cash receipts a. Maintains records on receipts b. Controls the numbers of cash receipt forms c. Reconciles cash receipts to revenue reports d. Prepares deposit permits 2. Other related cash duties
a. Reconciles bank statements b. Has custody of cash c. Reviews accounts receivable ledger entries d. Reconciles safe/cash funds e. Reconciles trust accounts f. Reconciles COMPASS reports 3. Receivables a. Handles incoming receipts and checks for outside work
V. Collection Services S upervisor Responsibilities
A. The Collection Services Supervi sor supervises the unit staff , consisting of:
1. Senior Sheriff Records Specialist
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2. Collection Services Agents 3. Sheriff Records Specialists
B. Directs, advises, counsels and evaluates personnel engaged i n
accounting and collections.
C. Develops and implements acc ounting policies and procedures w ithin the
Work Release Division. Analyzes existing accounting systems an d
procedures to increase efficien cy and insure compliance with re gulations,
laws and standard acc ounting principles. Establishes and maint ains
internal accounting controls to safeguard cash receipts.
D. Prepares reviews and processe s various accounting documents for
monthly stats and as needed for administration.
E. Prepares refund checks for si gnature of Division Commander, Executive
Lieutenant, or Administrative Sergeant.
VI. Senior Sheriff Records S pecialist Responsibilities
A. The Senior Sheriff Records Spec ialist is a lead position. Th e position
oversees the work of the S heriff Records Specialists.
B. These responsibilities include but are not limited to: qual ity control of work
performed, sort and disseminate wo rk to Sheriff Records Special ist (SRS).
This position is responsible to balance and deposit all collect ion monies
received by the Finance Unit, inc luding the deposit permits and
COMPASS required document s. This position works alongside the SRS’s
and is also responsible for cashiering duties, as needed.
VII. Collection Services Agent
A. The Collection Services Agent conducts financial background
investigations to obtain informa tion regarding a participant’s ability to pay.
Accesses CJIS, ITS and JIMS, Rev Q and other systems, as require d.
Reviews, verifies and evaluates p articipant information pertain ing to
financial obligations.
B. Executes documents to secur e the agreement to pay obligatio n. Follows
up on accounts to assure collect ion on active accounts. Recomm ends,
and with approval, may initiate ap propriate legal action (lawsu its, writs of
execution) to enforce collecti on of obligation. The agent also follows-up
on accounts to ensure collection. May prepare legal documents as
needed and make court appear ances as required.
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VII. Sheriff Records Specialist
A. The Sheriff Records Specialists provide cashiering and corr espondence
duties to the unit.
B. The SRS will also: 1. Access CJIS, ITS, JIMS and ot her law enforcement systems as
required to run checks on Wo rk Release program participants .
2. Establish participant accounts. 3. Process payments received via mail, and other sources as part of
performing cashiering duties. 4. Maintain files and records. 5. Assist with skip-tracing duties.