Staff Accountant - Payroll & Accounting Operations

BASIC JOB PURPOSE / SUMMARY:

The Staff Accountant – Payroll & Accounting Operations plays a critical role in ensuring the accuracy, integrity, and completeness of the Port’s payroll activity, accounting records, and accounting operations.

This position supports payroll accounting, accounts payable, employee reimbursements, purchasing card activity, reconciliations, audit-ready documentation, and general accounting support. Working within third-party payroll and HR systems, this position focuses on accounting accuracy, reconciliations, documentation, internal controls, and reliable support for Finance Department operations.

This position partners closely with the Senior Accountant and collaborates across the organization to ensure accounting transactions, payroll activity, accounts payable support, and supporting documentation are accurate, timely, and well controlled. The role requires strong attention to detail, sound judgment, confidentiality, clear communication, and a continuous-improvement mindset within a public-sector environment.

PRINCIPAL DUTIES AND RESPONSIBILITIES

General

• Support and implement the Port’s Mission, Vision, and values through professionalism, integrity, teamwork, confidentiality, and responsible financial stewardship.
• Perform other duties, responsibilities, and special projects as assigned in support of Finance Department and organizational objectives.

Payroll & Benefits Execution

• Execute payroll accounting processes, including review of payroll inputs, supervisor approvals, pay-period changes, exception items, and payroll calendar deadlines.
• Reconcile payroll, benefit, retirement, deduction, and leave-related activity to source records, payroll reports, and general ledger accounts to support accurate financial reporting and audit readiness.
• Prepare or support payroll-related journal entries, benefit and deduction reconciliations, accrual support, and related schedules for Senior Accountant review.
• Research and resolve payroll accounting variances, coding questions, missing documentation, and employee payroll inquiries while maintaining confidentiality and complete supporting records.

Employee Systems, Workflows & Records

• Maintain accurate employee master data, payroll source records, and supporting documentation in BambooHR and related systems to support payroll processing, reconciliations, reporting, and audit readiness.
• Coordinate workflow documentation for employee changes, onboarding and offboarding transactions, policy acknowledgments, assigned asset tracking, and required records to ensure complete support for payroll, accounting review, and internal controls.

Compliance, Records & Internal Controls

• Maintain complete, organized accounting support for payroll, benefit, employee program, and related finance transactions in accordance with Port policies and applicable records-retention requirements.
• Review transaction support for coding accuracy, approval evidence, allowable use, completeness, and consistency with internal control expectations.
• Maintain checklists, calendars, workflows, and standard procedures that support timely reconciliations, complete documentation, manager follow-through, and audit readiness.
• Identify missing documentation, approval gaps, recurring exceptions, or unclear handoffs and coordinate timely resolution to strengthen accounting controls and reduce rework.

Employee Expense & Administrative Programs

• Review, code, and support accounting activity for employee-related expenditures, including travel, reimbursements, credit cards, training registrations, memberships, workwear, cell phones, and other approved employee programs.
• Verify transaction support for allowable use, proper coding, approval status, budget alignment, completeness, and consistency with Port purchasing and finance procedures.
• Research and resolve documentation gaps, coding questions, approval exceptions, or reconciliation issues with employees, managers, and department approvers.
• Maintain organized accounting records and schedules supporting employee purchases, reimbursements, travel, purchasing card activity, assigned assets, and employee vendor programs for review, reconciliation, and audit support.

Continuous Improvement & Collaboration

• Support continuous improvement of accounting processes, including accounts payable, accounts receivable, payroll accounting, reconciliations, month-end close, year-end close, and audit documentation.
• Prepare, maintain, and improve reconciliations, schedules, checklists, and standard operating procedures that support accurate accounting execution and consistent review.
• Identify recurring accounting errors, process gaps, duplicate work, unclear handoffs, or control weaknesses and recommend practical improvements that reduce rework and improve reliability.
• Support technology-enabled accounting workflows, records, templates, and reporting tools that improve data accuracy, documentation quality, review efficiency, and audit readiness.
• Collaborate with Finance staff and department users to clarify expectations, improve supporting documentation, strengthen internal controls, and keep accounting workflows practical, paperless, and service-oriented.

WORKING CONDITIONS:

Work is performed primarily in an office environment. Some additional hours may be required during payroll deadlines, month-end close, year-end close, or audit preparation periods.

PHYSICAL REQUIREMENTS:

This position requires the ability to hear, speak, and understand the spoken word to respond promptly to calls for assistance, to answer telephones, and to be able to communicate clearly.  Must have dexterity and manual skills required to operate the keyboard of a computer terminal, assemble, and retrieve files from the file cabinets and drawers, operate a multi-line phone system, copy/fax machine and other related office equipment.

WORK PERFORMED:

Examples of work performed include accurate execution of assigned payroll accounting, employee-related finance transactions, reconciliations, documentation, and audit-support tasks. The position maintains reliable records and supports internal controls within assigned areas. Final authority for approvals, policy interpretation, financial strategy, and higher-risk HR or legal matters remains with Finance leadership and designated HR, legal, or external HR resources.

TRAINING, EDUCATION, EXPERIENCE & RESPONSE TIME REQUIREMENTS

Formal Education: Bachelor’s Degree in Accounting, Finance, or a related field required

Work Experience:

• Five (5) or more years of accounting, bookkeeping, payroll accounting, employee operations, or related finance experience required.
• Experience with payroll coordination, benefit reconciliations, employee records, onboarding workflows, or employee-facing finance programs required.
• Experience in a municipal government, port district, utility, or other enterprise-fund organization preferred.
• Experience supporting paperless workflows, system implementation, process documentation, or internal control improvements preferred.
• Exposure to Washington State BARS or State Auditor environment preferred.

Training/Certification/Licenses:

• Valid Washington state drivers’ license (must be insurable)

Computer & Other Skills:

Must demonstrate proficiency in the following:

• Strong attention to detail and commitment to accurate, well-documented work
• Ability to handle confidential payroll, benefit, and personnel-related information with discretion
• Ability to communicate clearly and professionally with employees, managers, vendors, and internal staff
• Proficiency with accounting systems, Microsoft Excel, BambooHR or similar HRIS/Payroll system, and paperless workflow tools
• Ability to work effectively in a non-union environment
• Strong analytical and problem-solving skills
• Demonstrated process-improvement experience and mindset
• Ability to balance collaboration and accountability
• Strong written and verbal communication skills
• Experience with process documentation and workflow development
• Comfort working with multiple systems, spreadsheets, employee records platforms, and web-based portals
• High degree of professionalism, integrity, confidentiality, and follow-through

BENEFITS

The Port of Skagit offers a comprehensive benefits package, including:

• Medical, Dental, Vision, Long Term Disability, and Life insurance
• WA State (PERS) Retirement Plan
• Deferred Compensation Plan
• Employee Assistance Program (EAP)
• Paid Holidays and PTO – initially accrues bi-monthly at an annual rate of 192 hours
• Wellness Program, including applicable reimbursements.
• Employer provided clothing/uniforms and boot allowance, as applicable to position.