Assistant Deputy - Finance

Posting number: 26-120A

Department: Register of Wills

Job classification: Assistant Deputy - Finance

Posting type: Open

Categories: Accounting and Finance

Summary

The Assistant Deputy - Finance provides strategic leadership and hands-on execution across all fiscal operations and supporting information systems for the Register of Wills (ROW) office. This role oversees budgeting, cash management, receipting, revenue reconciliation, audit readiness, and financial compliance related to probate filings, office fees, and the office’s role as agent for the Commonwealth in the collection and transmission of Pennsylvania inheritance tax. Concurrently, the role serves as the office’s IT Analyst—administering cashiering and e-filing systems, ensuring data integrity and security, building dashboards, and coordinating with county IT on integrations, upgrades, and cyber/PCI controls that underpin reliable public services in probate, Orphans’ Court, and inheritance tax receipting.

Examples of duties

1) Financial Strategy & Budgeting

• Lead annual budget planning, forecasting, and mid-year reforecast; align staffing and operational spend with service demand (probate, filings, receipting).
• Prepare monthly, quarterly, and annual fiscal reports and narratives for the Register of Wills, county finance, and auditors.
• Monitor revenue/expense trends; recommend fee collection improvements, digital payment enhancements, and cash-handling efficiencies.

2) Revenue, Receipting & Cash Management

• Oversee daily receipting of office fees and probate-related charges, ensuring accurate reconciliation to the general ledger and county treasury.
• Manage inheritance tax receipts and transmissions: verify documentation completeness, deposit controls, issuance of receipts, batching, and timely remittance to the PA Department of Revenue per statutory timelines and Department guidance (e.g., REV-1500 workflows, discount periods, postmark policies where adopted). 
• Maintain strict segregation of duties, dual controls, armored transport/bank deposits, and exception handling; oversee cash drawers, remote capture scanners, and safes.

3) Compliance, Controls & Audit Readiness

• Design, implement, and test internal controls covering receipting, refunds, voids, adjustments, check handling, ACH/credit card exceptions, and daily close.
• Ensure compliance with county fiscal policies, GAAP/GASB, and recordkeeping standards applicable to probate and Orphans’ Court matters (e.g., accounts filings, guardianships, marriage licenses where the office serves as Clerk of the Orphans’ Court). 
• Coordinate external and internal audits; prepare schedules, reconciliations, and management responses; track remediation actions.
• Maintain retention schedules for financial records consistent with court/office practice and county directives.

4) Reporting & Transparency

• Produce daily cash reports, deposit summaries, variances, and exception logs; deliver monthly revenue statements and KPI dashboards to leadership.
• Publish required fiscal statistics and assist with court-advertised Estate Notices listings in collaboration with Orphans’ Court administration.

5) Systems, Process & Data Governance

• Administer financial systems (cashiering/POS, credit card machines, e-filing payment integration, ERP), including role-based access and audit logging.
• Partner with IT on cyber/PCI controls; document workflows/SOPs; train staff on receipting standards and fraud prevention.
• Drive continuous improvement (e.g., e-payments expansion, e-filing alignment, customer receipts, refund timeliness).

6) IT Analyst & Systems Administration

• Own finance-related systems (ERP/GL, cashiering/POS, e-filing payment integrations) including role-based access, audit logging, and SOX-lite control documentation.
• Data Integrity & ETL: Design data validation checks, reconcile system-of-records, and build ETL pipelines or scheduled jobs to standardize imports/exports between ROW systems and county finance/treasury.
• Analytics & Dashboards: Build and maintain reporting in BI tools (e.g., Power BI/Tableau); automate daily close, deposit, and variance dashboards; create ad-hoc analyses for leadership.
• Security & Compliance: Coordinate with county IT on cyber/PCI compliance, MFA/SSO, network segmentation, vulnerability management, and incident response affecting payment and records systems.
• Vendor & Project Management: Manage relationships with software ven