Yakima County Human Resources

  • 540-02 Program Specialist - Financial Services

    Working Title
    Financial Specialist II
    Location
    US-WA-Yakima
    Type
    Regular Full Time Budgeted
    FLSA Status
    Non-Exempt
    Department
    Financial Services
    Hours/Week
    40
    Required Testing/Exercises
    Microsoft Office/Accounting exercises may be required as part of the interview process.
    Union
    Non-Bargaining
    Open Date
    1/7/2019
    Close Date
    1/21/2019
    Compensation
    $3,153 per month
  • Overview

    There is one opening with the Yakima County Financial Services Department for a Program Specialist.  This position performs a professional level of accounting including research, evaluation and development of financial recommendations. Develops systems and procedures for compiling, tracking and monitoring financial accounts. Monitors the fixed asset inventory countywide, with the exception of Public Services. Provides administrative assistance to the Accountant and managerial staff. 

     

    This recruitment may be used to fill other Financial Specialist openings within 90 days of the closing date of this recruitment.

     

    Responsibilities

    Contract Administration

    • Monitors compliance with contracting laws and regulations relating to capital projects and capital asset acquisitions.
    • Monitors contract standards for projects and other contracted services and materials. Identifies errors/omissions in required contract paperwork and notifies the department head, vendor or architect for correction.
    • Creates and maintains contract files. Determines contract and supporting documentation (certificate of insurance, agency forms) for the file is complete. Contacts appropriate federal/state agencies to resolve issues and to obtain needed documents.
    • Monitors vendor payments for retainage requirements and manages the accrual and payment of retainage according to the contracting laws of Washington State.

     

    Contract Accounting

    • Reconciles cost allocations to capital/bond projects for facilities. Determines if the expenditures are compliant with the contract or service agreement scope of work and approved by Commissioners.
    • Contacts the appropriate person to facilitate a change order if needed.
    • Issues and monitors contract payments to vendors for timeliness, accuracy and proper support of invoices. Reconciles contractor payments to vendor contracts.
    • Maintains and validates job costing codes for proper allocation of costs.
    • Tracks and maintains county wide fixed asset accounts and reconciles records; prepares a variety of related financial system reports and technical documents.

     

    Reporting

    • Reconciles monthly activity of the Facilities Department, provides analysis of details, and reports any issues to management. Activities monitored include: paid contractual amounts, employee overtime and time banks, postage costs, utility costs for building projects
    • Research and reviews files and accounts on historical records to prepare financial forecasts of revenue and expenditures for engineers and architects for various projects.
    • Prepares management reports as needed. Sends appropriate information to State agencies when capital project is completed for approval.

     

    Payroll

    • Processes payroll timesheets for the following departments: Facilities, Technology Services, GIS, Printing, and Financial Services. Answers questions and provides general technical assistance to department contacts.
    • Functions as lead and is responsible for training other employees in payroll, job cost coding and contracts. Reviews the work of others, answers questions and provides direction as needed.

     

    Inventory

    • Responsible for monitoring and inventory of countywide fixed and capital assets.
    • Monitors assets to ensure compliance with Yakima County fixed asset policies and procedures for required departments.
    • Responsible for facilitating annual department liaison meeting and coordinating inventory process and data collection.
    • Provides training and assistance on use of inventory equipment and procedures to department staff. Communicates and resolves unreconciled equipment issues with departments. May assist county departments with physical inventories.
    • Reviews and reconciles records; prepares a variety of related financial system reports and technical documents as requested.
    • Reconciles FAMS records of assets to the County Financial Management System including addition, deletions and transfers between departments and makes financial adjustments as needed.
    • Recommends policy/procedure changes as necessary.

     

    Other Duties

    • Performs other duties as required such as handling petty cash, making photocopies, filing and reception as needed.
    • Provides backup for the Countywide incoming and outgoing mail.
    • Responsible for ordering office supplies.

     

     

    Qualifications

    Education and Experience: Associates Degree in Accounting, Finance, Economics or Business Administration and 2 years of general office / bookkeeping experience or the equivalent combination of education and experience to perform the essential duties of the job.

     

    Required:

    Valid WA State Driver’s License and proof of insurance, if requested.

    Successful completion of a comprehensive financial background investigation and general employment verification.

     

    Microsoft Office/Accounting exercises may be required as part of the interview process.

    Preferred:

    Experience working with Microsoft Office software programs (Excel, Access) and Financial Management Systems

     

    Equipment Used: Computer, calculators, Fax Machine, Scanner, Copier, Phones, Related Software Applications and Common Office Supplies.

     

    Working Conditions: Environmental Demands: May be required to work outside of standard business hours and at alternate work locations. Physical Demands: bending, carrying, handling, lifting, pulling, pushing, reaching, sitting, standing, walking, fingering, climbing, crawling, crouching, knelling, hearing, talking, visual acuity. Intellectual Demands: Ability to multitask, confidentiality, ability to work under pressure, ability to articulate and communicate information in conversations, ability to follow written and verbal instruction. Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

     

    Knowledge:

    • Practices and principles of project management;
    • Generally Accepted Accounting Principles;
    • Financial theories and principle including audit functions;
    • Laws and regulations governing financial accounting functions;
    • Cost analysis accounting principles;
    • Government and fund accounting theories and principles;
    • Customer service techniques and team building concepts

     

    Skills:

    • Applying Generally-Accepted Accounting Procedures (GAAP);
    • Developing and writing reports;
    • Reviewing and monitoring the work of others;
    • Interpreting contracts, policies, procedure, laws and regulations;
    • Tracking fixed assets;
    • Analyzing financial information and preparing sound financial recommendations;
    • Preparing complex financial reports and statements;
    • Using computer and financial software systems;
    • Using office equipment such as phones, printers, and calculators;
    • Using a personal computer and related software applications including keeping financial systems in balance/reconciled;
    • Establishing and maintaining effective interpersonal relationships with County and other officials, at all organizational levels and with the public; and
    • Communication, both oral and written, sufficient to exchange or convey information and to give or receive work direction

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