STOI GOV: ACCOUNTING ASSISTANT II

Vacancy Ann. # STOI-19-086
Title STOI GOV: ACCOUNTING ASSISTANT II
Supervisor ACCOUNTING SUPERVISOR
Department 477 TANF
Location SPOKANE, WA
Status REGULAR, FULL-TIME, NON EXEMPT
Rate of Pay $19.00 - $21.00 PER HOUR
Opening Date SEPTEMBER 3, 2019
Closing Date SEPTEMBER 23, 2019 **EXTENDED**

INTRODUCTION:

The Accounting Assistant is to provide assistance in managing child support,  maintain all Early Learning Invoicing, assist the Accounting Supervisor as requested, provide back-up to all 477/TANF accounting staff when needed, and provide any further assistance to program staff and managers as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Child Support Maintenance:

  • Enter daily deposits into TAS from state reports
  • Perform complex case processing functions, reconcile child support and issue refunds if necessary
  • Determine accuracy and completeness prior to entering data into permanent record
  • Respond to state and client inquiries regarding child support cases
  • Assist Accounting Supervisor with developing operating procedures for Child Support Program
  • Ensure operations are implemented and followed
  • Provide monthly closures to the Division of Child Support
  • Position will work with state and tribal courts and child support programs

Early Learning Invoicing:

  • Must understand, implement and maintain Early Learning invoicing policies
  • Monthly invoices for the 477/TANF Early Learning Programs are due to each program by the 20th of each month
  • Invoices for all regular full-time or part-time clientele are processed prior to the start of the month services will be rendered
  • Invoices for all occasional use clientele are processed the following month
  • Must be able to collect and analyze attendance data from online programs and attendance records
  • Employee must demonstrate ability to utilize online software and programming
  • Must be able to create monthly invoices utilizing processed data
  • Must calculate subsidized invoicing for Working Connections Child Care, Spokane Tribal CCDF Child Care Subsidy, and/or any additional subsidized child care program
  • Must ensure correct rates are computed properly utilizing the rate calculation rubric for each site
  • Must have the ability to maintain a monthly invoice tracking sheet electronically
  • Ability to incorporate passed due balances for all clients when necessary
  • Ability to maintain monthly statements for any previous client with either an outstanding debt or whom has an active payment plan in place
  • Ability to utilize Spokane Tribal emailing system in order to request invoice numbers from the Spokane Tribal Balance Sheet Bookkeeper
  • Scanned copies of all invoices must be scanned to the Spokane Tribal Balance Sheet Bookkeeper no later than the 5th of the month
  • Must maintain electronic filing system of monthly invoices for each site
  • Must review invoicing rates with Program Manager and update annually accordingly
  • Must review invoicing policy annually and implement any necessary changes.

Other duties include the following:

  • Assist with obtaining quotes, contract documents, invoices, and other documents as needed
  • Assist in auditing and correcting TAS financial entries with accounting records
  • Provide support to the accounting department as needed, act as a back-up to 477/TANF Accounting Staff
  • Assist in collecting documentation, basic research, and preparing reports as directed
  • Assist Office Managers with ordering, logging, tracking, and verifying program support services, cash grants, and any other financial related items as needed
  • Assist with file maintenance of on-site financial documents as needed
  • May assist in coordinating office activities and schedules. Recommending and/or coordinating office procedures and systems
  • Perform a wide variety of executive secretarial and administrative duties as requested
  • Research and analyze routine projects for 477/TANF management if needed
  • Process requisitions and reimbursements
  • Independently respond to letters and general correspondences of a routine nature
  • Draft or assist in drafting and editing correspondences
  • Maintain files of outgoing correspondences, memorandums, and reports
  • May be involved in maintaining Council action register for TANF management team
  • May include the coordination, scheduling, attendance and transcription of minutes for other 477/TANF programs as assigned.  May act as a liaison with board representatives or officials of other entities or agencies in conjunction with board duties, utilizing appropriate protocols and procedures
  • Additional duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

  • Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment in overall tribal activities and inter-governmental relations
  • Analytical skills
  • Exemplary customer service skills must be provided to Council members, Spokane Tribal members, Executive and Director level staff, coworkers, and other governmental and outside agencies
  • Must have knowledge of secretarial, office administrative procedures, and know the use and operation of standard office equipment
  • Must be able to work independently using initiative and own judgment within established policy and procedural guidelines
  • Act as a dedicated team member working well with all levels of staff and the ability to work well with other team members in developing a consensus
  • Ability to analyze and resolve office administrative and procedural problems. Create innovative techniques for performing assignments
  • Ability to use basic mathematical computations, account coding and an understanding of basic budgeting theories and principles
  • Effective time management – ability to prioritize and organize own work, coordinate projects, meet deadlines, and follow-up on assignments
  • Must have ability to establish and maintain effective and professional relationships with officials at all levels of government, staff, outside entities, the public and other interest groups
  • This position requires the ability to safely operate a motor vehicle

MINIMUM REQUIREMENTS:

  • Must have a valid Washington State Drivers license and must meet Tribal insurance requirements.
  • High School Diploma or GED required plus a minimum 5 years of experience in a professional position
  • OR, A.A. Degree and minimum 2 years of experience in a professional position
  • Must be proficient in MS word, excel, and other IT applications
  • Excellent communication and writing skills
  • Must have strong computer and word processing skills, including experience with computer applications such as Microsoft Word, Outlook, Access, PowerPoint, Excel, and Adobe Acrobat
  • Demonstrated ability to use proper English, spelling, grammar and punctuation in business correspondence
  • Must have strong transcription skills
  • Requires strong organizational skills
  • Must be able to work independently
  • Must be able to maintain strict confidentiality of all matters and to use diplomacy in all situations

 

Applications Are Available at the Spokane Tribal Human Resources Department or can be downloaded at www.spokanetribe.com

Contact: Sabrina McCoy or Andrea Flett

P.O. Box 206, Wellpinit, WA 99040

(509) 458-6583 or (509) 458-6527

Fax (509) 458-6556

E-mail: hrfrontdesk@spokanetribe.com

All Applications Must Be Received in the HR Department No Later Than 4:30 p.m. on the Closing Date

The Spokane Tribe of Indians Reserves The Right To Hire According To Its Indian Preference Policy

All Applicants Are Subject To A Pre-Employment Drug Test

All Positions With The Spokane Tribe Are Subject To A-90 Day Orientation