Accounting Assistant

Contract: 260 days a year – 8 hours a day

The Accounting Coordinator supports the Director of Finance in all fiscal and fiduciary duties for the school district as requested. Primary responsibilities for this role include grant claim processing/monitoring/oversight, monthly and year-end financial reporting, maintaining accurate fiscal records, and providing support and backup for staff as required. 

Directly Report to:  Director of Finance

Core Duties:

• Assist in preparing monthly:
• Investments for all funds
• Reconciliation of district financial records to Yakima County Treasurer’s monthly report for all funds
• Grant Billings
• Bank Reconciliations; processes replinishment for revolving fund
• Journal entries for financial transactions; filing entries
• Budget/financial reports for use of management, administrators, grant managers, department supervisors and Director
• Prepares and monitors district’s local, state and federal grant billings for reimbursement and accurate coding
• Monitors expenditures to avoid cost in excess of grant award less indirect allowances and make sure funding is spent within allowable timeframes and processes close-outs; monitors EGMS for notifications and disburses
• Assists with processing grant revisions in EGMS, G5, and other platforms as required and/or requested
• Assists in monitoring the receipting of all revenues and the district’s accounts receivable process
• Applies regulations for compliance with grants from all source funding
• Applies procurement & bid laws for compliance
• Learns, maintains, and updates the district’s chart of accounts for accurate coding
• Serve as a resource person to district administrators in matters of business office operations and accounting procedures. Provides a wide variety of fiscal information.
• Assist the Director of Finance with financial-related matters and reconciliations as requested
• Assists in the preparation of the budget and year-end
• Assists in providing back-up documentation for the State Auditors, OSPI, and other external audit personnel
• May prepare the annual SEFA with support from the Director of Finance
• Assists the Accounting Technician with the filing of Unclaimed Property
• Assists with calculating the Special Education Excess Cost Report as requested
• Assists with financial software support and questions
• Assists in overseeing the Capital Project Fund and monitors expenditures by project
• Reviews prevailing wage projects and files appropriate information with the state agency
• May review and audit payables as requested, and perform internal audits as needed
• Identifies and researches discrepancies with month-end, grants, or other potential issues
• Adds new vendors to the accounting system as requested, ensuring no duplicate records exist
• Assist Accounting Technicians with support as needed
• Assist with setting up Intouch Receipting buttons, account codes, items, terminals, and users as required
• Assist with Districts' Procurement Cards as requested
• Creates requisitions and Purchase Orders as requested
• Adds contracts to the district database as received
• Provide training and assistance to building secretaries and other district staff
• Maintains, organizes, and purges fiscal records in accordance with State Records Retention Manual
• Cross-train in other finance department positions
• Maintains positive working relationships with vendors, personnel, and official representatives.
• Continues professional education of accounting practices for changes to accounting policies for compliance.
• Attends training courses as available.
• Maintains proper segregation of duties.
• Perform other duties as necessary or as assigned

Qualifications:

• Minimum of five (5) successful years of experience in an accounting-related position (AP, AR, GL, Auditing, or Other)
• Grant experience with State and Federal Funding; working knowledge of OMB Uniform Guidance (2 CFR 200), the single audit act, SAO/Federal audits, and GAAP
• Experience in governmental fund accounting and/or school district accounting
• Effectively apply government regulations for the processing, payment, and procurement of financial transactions

Required Skills:

• Competent in Microsoft Word and Excel
• Competent with basic computer software
• Work well under pressure and adjust schedule to meet state deadlines as needed
• Good communication skills, be able to work with others, and be flexible and open to new ideas and change

Essential Job Functions:

• Accuracy and attention to detail are a must for this position
• Confidentiality is required
• Must be able to sit for long periods of time
• Ability to lift at least 20 pounds occasionally
• Must have good communication skills – verbally and in writing
• Must have a valid driver’s license

Working Relationships:

Work in partnership with both large and small groups of district staff and communicate regularly with patrons and agency representatives. May team up with department colleagues to plan, analyze financial data, and maintain a focus on continuous improvement. When working with district staff or patrons, provide appropriate and accurate information. Work collaboratively and effectively with other employees, supervisors, and agency represenatives.

Working Conditions:

The daily work is performed in an office setting. The job incumbent is expected to independently perform work of a varied nature in accordance with broadly defined procedures and guidelines with minimal supervision, often sitting for prolonged periods and exposed to a computer display terminal. Position prioritizes and plans work accordingly to meet deadlines and cutoff periods. Work is controlled by state and federal requirements and procedures, as well as district policy and regulations. Frequent interruptions, changing tasks, and priorities is to be expected. May be required to deal with distraught, angry, or hostile individuals; required to work in routine positions by self for extended periods. 

Typical Work Environment:

The physical demands and work environment described here are representative off those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to bend, reach, perform repetitive motions, sit, stand, move about, hear and speak. Employee is required to perform extensive work at a computer display terminal.

The employee must occasionally lift and/or move 25 to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Benefits:

• Healthcare Benefits (SEBB): All Employees who work 630 hours per school year are eligible.
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long Term Disability

Additional Benefits:
• Washington State Retirement (SERS & TERS)
• Paid Leave:

Paid Holiday (260-day employees and bargaining groups that have holidays included within their CBA)

Sick Leave

Personal Leave

Vacation (260-day employees only)

• Employee Assistance Program (EAP)
• VEBA (Non-Rep, WVEA, Principal, Directors and Superintendent(s) ONLY)