ACCOUNTING AND PAYROLL SPECIALIST

Nature of Work:

 

JOB SUMMARY
Under the direction of the Director of Finance and Administration, the Accounting and Payroll Specialist will provide accounting duties of above-average difficulty in a variety of the following areas of responsibility:  accounts payable, payroll, accounts receivable, transport billing, grants management, general accounting, financial reporting, and cash management support to the Director of Finance and Administration, Chief and Board of Commissioners.

JOB SPECIFICATIONS/RESPONSIBILITIES/DUTIES
The job duties and responsibilities represented in this job description in no way imply that these are the only duties to be performed. The ideal candidate must be able to perform all duties related to accounts payable, payroll, general accounting, and higher-level bookkeeping under limited supervision, applying accounting controls to ensure compliance with District policies and procedures and the Revised Code of Washington (RCW). In addition, the ideal candidate will be required to follow any other job-related instructions and perform job-related duties as requested by the supervisor. Specific duties and responsibilities include, but are not limited to:

 

• Process accounts payable timely and accurately to meet all District financial obligations while maintaining internal controls.

• Process payroll and payroll benefits timely and accurately, including accrued and used leave.

• Process monthly, quarterly, and annual benefits, payroll, and tax reporting.

• Establish new employee records in the accounting system, verifying the accuracy and completeness of employment documentation and ensuring compliance with applicable employment contracts and Collective Bargaining Agreements (CBA).

• Process ambulance billings, including face sheets, billing, receivables, and reporting.

• Ensure compliance with internal controls and make recommendations for improvements.

•  General ledger posting of monthly transactions from King County. 

• Assist with financial reporting and bi-annual State Auditor's Office (SAO) audit.

• Assist with SAO Annual Report.

• Participate in the annual budget development and work within the adopted budget.

• Create customer billings/invoicing.

• Prepares and maintains grant management activities and other related financial data.

• Assist with District filing system, including records retention and destruction assistance.

• Operate business and office machines including, but not limited to, computers, copiers, calculators, multi-line phone systems, fax machines, scanners, and label makers.

• Maintain petty cash and postage stamp distribution/tracking and prepare for reconciliation.

• Assist in preparing packets for Fire Commissioner Board meetings, including written minutes.

• Provide backup for Administrative Services Specialist.

• Assist with maintenance and updating personnel files upon request by the Chief or Director of Finance and Administration.

• Provide staff and administrative support as needed to the Board of Fire Commissioners, management, other District members, and community organizations.

• Cash handling.

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KNOWLEDGE, SKILLS, AND ABILITIES

 

Knowledge of:

• Cash Basis Accounting, including the State's required Budgeting Accounting Reporting System (BARS) Chart of Accounts and District policies and procedures.

• Washington State Department of Retirement (DRS) retirement program.

• Washington State Paid Family and Medical Leave (PFML) program.

• Federal employer tax reporting (941 and Schedule B).

• Washington Labor and Industries (L&I) reporting.

• Washington unemployment reporting (ESD).

• Methods, procedures, and terminology related to business correspondence, purchasing, travel arrangements, preparation of meeting minutes, accounts receivable/payable, payroll and benefits, and transport billing.

•  Customer service techniques and etiquette.

• Basic governmental accounting.

•  Public Records Requests and Records Retention requirements.

• Applicable laws, codes, regulations, policies, and procedures. 

• Reconciliation of vendor accounts.

 

Skills:

•  Attention to detail.

• Communicate clearly and effectively both orally and in writing

• Strong analytical and critical thinking skills.

• Skill to organize finances such as accounts payable invoices and warrants. 

• Accurate and efficient data entry. Ten-key by touch.

• Technologically literate with computer skills, including familiarity with Microsoft Office Suite (SharePoint, Word, Publisher, and Excel (formulas, pivots, and lookups, required)), specialized accounting (Springbrook Express), and timekeeping software (Crewsense), electronic patient records/billing software (ESO), and/or others as determined by the District. 

 

Abilities:

• Maintain confidentiality of information which may be acquired directly or indirectly in any written, verbal, or auditory sense.

• Ability to use sound judgment and human relation skills necessary to deal with the public and coworkers.

• Assist the public and District staff in a collaborative and professional manner.

• Requires the ability to work with frequent interruptions.

• A flexible self-starter who can work independently under pressure as well as follow directions from superiors.

• Must be able to plan and organize work to meet District deadlines.

• Must be able to drive and operate agency vehicles.

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EDUCATION AND EXPERIENCE

• High school diploma or GED. Associate's or bachelor's degree in Public Administration, Accounting, or Finance preferred.

• Minimum five years experience in an accounting, payroll, or human resource assistant position with increasing responsibilities. 

• Government setting desired but not required.

• An equivalent combination of education and experience may be considered that demonstrates the candidate's knowledge, skill, and ability to perform the essential functions listed above.

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WORKING CONDITIONS

• Most work is performed in an office setting with occasional travel to conduct District business.

• Occasionally exposed to outside weather conditions.

• Employee's primary functions require sufficient physical ability to work in an office setting; walk, stand, or sit for prolonged periods of time; bend, kneel, stoop, crouch, reach, and twist; occasionally push, pull, lift and/or carry moderate weights up to 20 pounds; operate office equipment including computer keyboards; requires a sense of touch, finger dexterity, and gripping with hands and fingers; ability to speak and hear to exchange information; ability to operate a vehicle.

• Must be within the normal range of vision with correction; Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.

• Must hear in the normal audio range with correction as needed.

• Some work is performed in record storage areas or community settings.

• Must be able to lift and/or move objects up to 20 pounds.

 

SPECIAL REQUIREMENTS

• Possession of a valid Washington State Driver's License is required.

• Verification of identity to work in the United States as required by the Immigration Reform and Control Act.