Accounts Payable - Fiscal Analyst 3 In-Training

Full Job Description

The Washington State Department of Agriculture has been serving the state for more than 100 years.

Through service, regulation, and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment.

We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.

The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.

The Opportunity

The Financial Services program provides centralized budget, accounting, payroll, and benefits to support the agency and program operations.

Financial Services works to ensure budget and accounting operations are completed in compliance with state and federal guidelines as well as agency policies and procedures.

As an Accounts Payable | Fiscal Analyst 3, this position supplies timely & accurate budgeting, purchasing, office management and accounting information to both internal and external customers. This position is responsible for analyzing and processing allocated expenditures including approving expenditure batches and acts as a subject matter expert in researching, implementing, and maintaining accounts payable system projects. The fiscal analyst 3 prepares and reports using Use Tax to Department of Revenue, 1099 MISC and GRANTS to recipients and the IRS, unclaimed property, and reconciling some General Ledger accounts. This position corrects expenditure data and acts as the agency's Purchase Card Administrator.

Important Notes:

This is an in-training opportunity and may be hired as Fiscal Analyst 2 or Fiscal Analyst 3, depending on qualifications.

What is an in-training plan? The in-training is intended to provide an opportunity for an individual to gain the required experience on the job as part of a formal “in-training” plan. Upon successful completion of an in-training program, the incumbent will move up to the next job classification that is listed on the in-training plan if applicable.

If hired at the Fiscal Analyst 2 level, the incumbent will be required to successfully complete the training plan to reach the goal class of Fiscal Analyst 3.

The base pay offered will take into account internal equity and may vary depending on the preferred candidate's job-related knowledge, skills, and experience.

Based on qualifications the annually salary range:

If hired as a Fiscal Analyst 2 - In-Training:

Range 49, Step A $53,136 - Step L $69,744 Annually

If hired as a Fiscal Analyst 3:

Range 55, Step A $61,644 - Step L $80,820 Annually

Requirements

Including but not limited to -

Account and Invoice Payments

• Utilize excel to prepare allocation/approvals and process payment for, DES Motor Pool, WaTech Computer Leases, SEC Archives, DES Computer, Telecom Services, DOT Highway Toll charges, and DOR Dyed Diesel taxes.
• Analyze invoice data; developing and running queries, determine program coding, prepare and send to program approvers for review and approval.
• Process recurring account payment: telecommunications, rentals, fright, storage, postage, PO boxes, UPS, ferries, advertising, and petty cash.
• Maintain excel system tools for payments to Motor Pool, Unclaimed Property, Computer Leases, DES Telecom/Computer Services, Archives, Verizon, UPS, Good to Go, AFRS, and Enterprise Reporting System.
• Enter, review, and maintain AFRS Master Index codes.
• Coordinate with program administrators on structure of each master index.
• Research Duplicate Payment and miscellaneous AP payments.
• Approve accounts payable payment batches when supervisor is not available, as needed.
• Track and reissues payments annually.
• Prepare biennial payments.
• Review and audit accounting on contracts to ensure fiscal compliance when processing payments.

Warrants, Journal Vouchers (JV), Taxes, and 1099 MISC and 1099 Grants

• Maintain database of issued warrants downloaded from Enterprise Reporting.
• Write and send out letters to vendors as reminders if warrants are uncashed after 90 days.
• Cancel and reissues warrants.
• Research and follow up on addresses that are not valid.
• Analyze complex accounting data and knowledge of ongoing programs and GAAP for proper accounting of expenditures.
• Coordinate fiscal procedures in special projects that improve fiscal procedures and services.
• Assist with Enterprise Reporting, WEBI, and Accountability 1099 reporting software.
• Report complex financial data; draws from multiple general ledger accounts.
• Collect and analyze complex financial and statistical data.
• Reports vendor payments on form 1099 MISC to the IRS.
• Research, prepare, and complete monthly Use Tax Return online and files electronically with WS Department of Revenue.
• Record warrants cancelled by Statute of Limitations into the Unclaimed Property database.
• Prepare warrants for WS-DOR UCP, COPS, Office of State Treasurer, Certificate of Participation. Lease Purchase Program.

Unclaimed Property, Reconcile general ledgers, Petty cash reconciliation, Disclosure Forms

• Research and reconciles general ledger accounts.
• Report Unclaimed Property to Dept. of Revenue using DOR Online reporting system.
• Monitor and calculate interest and principal due on OST lease purchase agreements.
• Reconcile GL5199 - Belated Claims and create a report.
• Process and coordinate year end closing; Petty Cash reconciliation, clearing year end transfers GL 5154, GL 5154 & GL 5158 Due to/Due from reconciliation, GL 5199 reconciliation, and state agency CAFR/Disclosure Forms.

Purchase Card Administrator

• Create and maintain accounts online using purchase card and establishes spending limit.
• Make adjustments to spending limits, as needed.
• Make updates to SharePoint, for applicable credit card accounts.
• Trouble shoot declined purchase cards.
• Assist with disputes.
• Act as the agency's liaison with US Bank customer service.
• Create and maintain online hierarchies.
• Train and assist with daily download of purchase card database.
• Review and reconcile daily AFRS to VISA purchase card transactions.
• Create and maintain phone number-account database for internal customers.
• Work with Stakeholders to collaborate to review and revise purchasing card policy and procedure.
• Recognize fraudulent charges on all purchase cards, retorts to US Bank, and verify removal on statement.
• Request new card for user.

Qualifications

Who should apply?
Professionals with:

Fiscal Analyst 2

• High School Diploma or GED.
• Three (3) years of fiscal or accounting experience.
• Higher education which includes 18 quarter or 12 semester hours of accounting, auditing, or budgeting may substitute year for year for
  experience.

Fiscal Analyst 3

• High School Diploma or GED.
• Four (4) years of fiscal or accounting experience.
• Higher education which includes 18 quarter of 12 semester hours in accounting, auditing, or budgeting may substitute year for year for up to
  two years of experience.

Preferred / Desired Qualifications:

Fiscal Analyst 2

• Preferred: Bachelor's Degree that includes 18 quarter or 12 semester hours in accounting, auditing, or budgeting.

Fiscal Analyst 3

• Bachelor's Degree that includes 18 quarter or 12 semester hours in accounting, auditing, or budgeting.
• Proficient in AFRS (Agency Financial Reporting System).
• Enterprise Reporting system.
• Financial Toolbox.
• Expert level skills in Microsoft Excel.
• USB Access On-line, and miscellaneous tax systems such as the Internal Revenue Service, DES Accountability for 1099's, DOT Fuel Tax etc.

Additional Information

Employee Benefits

• A healthy work/life balance, which may include flexible work schedules, and teleworking.
• WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave; click here for more information.
• 12 paid Holidays & Vacation and Leave Accruals.
• All Personal Protective Equipment (PPE) required will be provided by the agency.
• Commute Trip Reduction Program.

For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.

How to apply:

You must complete your careers.wa.gov profile and answer the supplemental questions. In addition to completing the online application, and supplemental questions applicants must attach the following documents to their profile to be considered for this position:

· Current resume detailing experience and education

· A cover letter describing how you meet the specific qualifications for this position.

· Three professional references

By submitting these materials, you are indicating that all information is true and correct. The state may verify information.

Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. Applications with comments "see attachments" will be considered incomplete.

If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified, and documentation may be required.

Applications received via e-mail will not be accepted in lieu of applying through the state's on-line recruitment system.

Equity at WSDA

The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways.

We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion.

We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.

We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics.

We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

Contact Us

Should you have any questions regarding this position or the online application, contact the Human Resource Office at Recruitment@agr.wa.gov.

Prior to a new appointment into the Department of Agriculture, a background check including criminal record history will be conducted.

Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.

Veteran's Preference:Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service.

Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.

Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.