Fiscal Specialist 1 - Accounts Payable (c)

Date of First Consideration : September 8, 2024

Applications received by the date of consideration will have priority in the review process, noting the position will remain open until a final hire is made in the event a return for review of late applications is needed.

Salary Range : $43,812 - $58,368 annually, depending on qualifications and experience

Top listed salary step M available for those who have 6 years at a WA State Institution at salary step L

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The Financial Services department is responsible for recording, reporting, and accounting for cash flow transactions. This department's key roles and responsibilities include accounts payable, accounts receivable, purchasing, financial reporting, and maintenance of financial records and controls.

We strive to provide excellent service to all students, staff, and community.

Under the general direction of the Fiscal Specialist Supervisor, the Fiscal Specialist 1 - Accounts Payable performs tasks that involve receiving, distributing, transferring, and accounting for funds.

This position also serves as a backup to the cashiers' office and purchasing.

Primary responsibilities include the following

Process and pay invoices and other payment documents, including travel; verify calculations, account structures, authorized signatures, tax identification numbers, vendor numbers, sales tax, and supporting documentation;

route or return to appropriate parties for signatures, missing or incorrect data, or adequate documentation; prepare remittance advices when necessary.

• Process and prepare invoices related to recurring (annual) and non-recurring field orders; verify as with invoices and other payment documents (above);
• reconcile invoices with field orders; compute sales tax as necessary; communicate with staff and vendors as necessary; prepare partial delivery payment forms for annual field orders;

maintain digital and / or file copies.

Reconcile, balance, and prepare monthly credit card statements for the central bill airline account and travel cards; resolve disputes and address instances of fraudulent activity;

ensure adequacy of supporting documentation and maintain files.

• Process unclaimed property, including serving as contact for, mailing letters, affidavits of lost check, and remittance to Washington State Department of Revenue.
• Respond to phone calls, voicemails, and emails from vendors and campus personnel; perform research of issues, as necessary.
• Research past-due statements and notify campus personnel when information is required.
• Perform year-end duties such as preparing accruals, ensuring that all expenditures are paid in the correct fiscal year, assisting the Director of Financial Services with year-end tasks, and coordinating accruals with other state agencies.
• Establish files and filing systems; perform research as requested by management; other accounts payable duties required.
• Perform other duties as assigned (of a similar nature or level)

You can't check off every listed knowledge, skill, and ability? Please apply anyway! Studies have shown that traditionally marginalized communities are less likely to apply to jobs unless they meet every single qualification - even if they might be a great fit for the role!

Required Education & Experience

Three (3) years of fiscal record keeping experience OR equivalent education / experience

Knowledge Of

• Working knowledge of MS Office applications, especially Excel, Outlook, and Word. Specific skills include the ability to use Excel and / or Word to create and manipulate large or complex spreadsheets / tables, use complex mathematical formulas to calculate data, link worksheets and documents, import data from other sources, and filter lists.
• Basic knowledge of accounting and fiscal record keeping principles, particularly processing vendor payments.
• Knowledge of applicable rules and regulations as they relate to expenditures for goods and services and employee reimbursements;

thorough knowledge of policies and procedures in the Office of Financial Management's (OFM)State Administrative and Accounting Manual (SAAM) and the ability to apply knowledge to tasks.

• Familiarity all procedures in the State Board for Community & Technical Colleges System (SBCTC) Fiscal Affairs Manual and the ability to apply knowledge to tasks.
• Knowledge of College policies and procedures as they relate to procurement, expenditures, and reimbursements.
• Technical proficiency using relevant administrative computing systems and processes, including ctctLink(PeopleSoft), FMS Query, and Data Express.
• Basic knowledge of applicable accounting transactions codes.

Skill In

• Fostering a climate of equity and belonging through multicultural awareness and responsiveness
• Time management, organization, and ability to meet competing deadlines / priorities
• Entering and / or retrieving data accurately in computerized record keeping systems
• Handling difficult and sensitive situations, using sound independent judgment within college & legal guidelines
• Writing / editing / proofreading clear and concise materials resulting in effective oral and written communication with individuals inside and / or outside of the College
• Establishing / maintaining effective working relationships at all organizational levels
• Ability to work with a diverse group of students, staff, and the public in a friendly, courteous and helpful manner
• Effective communication skills, both verbal and written
• Excellent attention to detail

Physical Work Environment

The College is currently providing services in a mixed modality of operations (both online and in-person services are offered).

This position will perform work in a standard office setting, use standard office equipment and physically attend meetings both on and off campus.

Please note, there may be limited opportunities for online work depending on program or area needs. If authorized for online work, employees will need to provide their own workspace and internet access, noting the College will provide technical equipment and support for online work needs.

• Ability to read printed materials and a computer screen.
• Ability to communicate in English both in person and through other appropriate means.
• Ability to lift up to 20 lbs. of filing boxes on a regular basis.

Terms Of Employment / Salary :

This position is allocated to pay range 40, under the Washington State Office of Financial Management higher education salary schedule.

Salary placement for new employees is determined by the College. This position works 40 hours per week, with a schedule dependent upon department needs.

Hiring of this position is contingent on available funding as determined by the College President.

Other Conditions

Shoreline Community College is committed to providing equal opportunity in education and employment for all students, employees, and applicants, and does not allow discrimination or harassment on the basis of race or ethnicity, color, national origin, age, sex, sexual orientation, gender identity, marital status, creed, religion, status as an honorably discharged veteran or military status, political affiliation or belief, citizenship / status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability.

For our full non-discrimination statement and contact information, visit :

https : / / www.shoreline.edu / about-shoreline / non-discrimination.aspx.

Persons with disabilities have the right to reasonable accommodation in all aspects of employment with the College. This includes, but is not limited to recruitment, application, hiring, training, termination, conditions of employment, and any other employer-supported activities.

Applicants requesting accommodation should contact the Office of Human Resources at [email protected].

In compliance with the Immigration and Nationality Act, proof of authorization to work in the United States will be required at the time of hire.

Other conditions that may apply will be detailed upon the offer of employment. This position is overtime eligible.

In accordance with RCW 28B.112.080, applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current or past places of employment.

This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees - Higher Education Community College Coalition.

Applicants considered for positions at the College may be required to submit to a background check as a condition of employment.

Adverse information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability for the position.

To be considered for this position, please submit the following :

• NEOGOV online profile, application, and supplemental question(s)
• Cover letter describing relevant knowledge, skills, and characteristics that align with the needs of the position
• Current resume
• Official transcript required upon hire

Please Note

Once application materials have been submitted, you may not modify the application

If you are chosen to move forward in this recruitment, you will be notified via email to the address listed in your application (make sure to check spam / junk folders)