Fiscal Technician II – Accounts Payable

The NWESD aspires to be a racially and culturally inclusive staff that reflects the diversity of those we serve. We believe this strengthens our organization, stimulates creativity, promotes the exchange of ideas, and enriches staff engagement.

Summary:

The Fiscal Technician II – Accounts Payable is responsible for processing all payments due to vendors, school districts, and others. This process includes but is not limited to data entry in the accounting system, ensuring appropriate approvals and adequate supporting documentation have been obtained, determining legality of purchases, and maintaining associated files. The position manages the flow of purchase orders issued by the agency, ensuring entry into the accounting software and maintenance of associated files. The position is also responsible for assisting with other fiscal department duties, including legal compliance, as time allows and as assigned.

Essential Functions:

Duties listed are intended to provide a summary of the major duties and responsibilities of this position. Employee(s) may not perform all duties listed and may be required to perform additional duties not listed, but within the general scope of the position.

• Enters new vendors into accounting software, as applicable.
• Processes invoices through distribution of warrants. Obtains and verifies appropriate signatures/approvals and supporting documentation; enters data in computer to generate vouchers; matches vouchers with invoices and receiving documents; generates warrants and warrant registers for Board review; and obtains signature and distributes warrants.
• Monitors payments to ensure compliance with legal requirements such as laws, regulations and Board policy.
• Monitors and audits travel expense documents to ensure compliance with laws, regulations and Board policy.
• Provides technical assistance to agency staff as needed.
• Uses software such as Microsoft Excel to summarize, prorate, or otherwise enhance the information needed for utility and phone billings, and other purposes.
• Creates and maintains forms and templates as needed to meet fiscal requirements.
• Performs year end closing procedures as needed.
• Batch updates purchase orders after compliance approval is completed and maintains purchase order files as needed.
• Maintains vendor files, including 1099 documentation.
• Prepares monthly, quarterly, and annual reports including internal informational reports, personal service contract information, sales and business tax reports for the Department of Revenue, and 1099 reporting to the IRS.
• Assists program staff throughout the agency with prevailing wage compliance and paperwork.
• Manage credit card process to include maintenance of usage files, issuance of credit cards, and custodian of all agency credit cards. This includes P-cards, as applicable.
• When needed, assists other Fiscal staff as time allows and as assigned, including but not limited to performing reconciliations, preparing and entering accounting transactions, preparing reports, aiding in preparation of annual budget.
• Training of agency staff to ensure full understanding of requirements of the Purchase Order and AP fiscal processes. This may include delivery of content and/or development of resources for the agency shared resource platform (currently SharePoint).
• Engage in fiscal department continuous improvement efforts to implement enhanced efficiencies and reduce paperwork in all AP processes.

Required knowledge, skills, and abilities:

• Knowledge of accounts payable processing obtained through formal education or other relevant experience.
• Knowledge of principles and practices of accounting obtained through formal education or other relevant experience.
• Knowledge of pertinent laws, rules, and regulations related to the operation of a public agency in the State of Washington.
• Strong organizational and record keeping skills with the ability to meet deadlines.
• Knowledge of effective auditing techniques.
• Knowledge of general office practices, procedures and systems.
• Proper grammar, spelling, proofreading and punctuation skills.
• Ability to use effective decision-making techniques.
• Knowledge of computer software and accounting programs such as MS Excel, Access, Word, and Skyward WESPaC.
• Ability to work independently using effective time management and organizational skills.
• Ability to be a self-starter who uses initiative to ensure time is used effectively.
• Ability to answer questions, respond to requests and resolve complex issues in a timely manner.
• Ability to research, interpret and apply appropriate laws, policies and procedures specific to job functions.
• Ability to prepare accurate, clear and concise reports.
• Ability to use tact, discretion, and courtesy when providing policy or other guideline clarifications and directions.
• Ability to work with a high degree of accuracy and attention to detail.
• Ability to organize and prioritize tasks to meet deadlines.
• Ability to communicate effectively in both oral and written format.
• Ability to maintain confidentiality of records and other information.
• Ability to establish and maintain effective working relationships with individuals both within and outside of NWESD.

Qualifications:

High school graduate or equivalent, a minimum of an AA degree and three years of progressively responsible experience in accounting, accounts payable and purchasing. Although an AA is preferred, an equivalent combination of education and experience may be substituted which provides the skills, knowledge and abilities to perform the essential functions of the position. WSP background clearance required.

Working Conditions/Physical Requirements:

Work is performed primarily in an office environment. Lifts and carries a maximum of 50 pounds. Prolonged use of a computer terminal doing repetitive work may be required as well as minimal stooping, kneeling, pulling and pushing.  Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of this position. This position is eligible for partial telecommuting after a successful six-month probation period, at the discretion of the department head.

Hazards:  Those present in a normal office environment; no known significant hazards.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.

It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status, physical or mental disability, or citizenship or immigration status.