Finance Specialist - Payroll/Accounting

About the role

We are seeking a detail-oriented and analytical Finance Specialist to join our Finance team. In this pivotal role, you will take ownership of our dual-critical functions: driving accurate, timely payroll processing and maintaining the integrity of our day-to-day accounting workflows. Under the direction of the Finance Manager, this position performs a full range of payroll and accounting related functions, including finance/Municipal Court related reconciliations and reporting, confidential administrative support, payroll processing and personnel/benefit plan transactions supporting Human Resources (HR) functions, and assists in the organization and operation of the City’s financial policies and procedures. This is a non-exempt position, eligible for overtime and benefits.

Responsibilities

• Process and submit semi-monthly payroll for the City. Payroll duties include administering direct deposit process, wage garnishments, implementation of payroll changes, completion and submittal of payroll reports and payments for IRS taxes, and processing benefit and personnel transactions.
• Process all accounts payable and accounts receivable; receive and process cash payments and prepare bank deposits; generate invoices and monitor collections; review transactions for accuracy and process for payment.
• Maintain accurate filing systems, matching purchase orders and invoices; assure authorized signatures are obtained.
• Prepare monthly, quarterly, and annual payroll reports, tax reports, and other financial statements in accordance with State guidelines and City policy including coordinating and processing staff year-end information to balance with Federal, State and local tax filings and IRS specifications; working with the Finance Director to submit the Annual Financial Report as required by the Washington State Auditor’s Office.
• Work with outside service vendors that are integral components of the City’s financial processes. Includes preparing, submitting, receiving and distributing warrants and interfund transfers issued; vendor maintenance, W-9 maintenance, account reconciliation, credit card and petty cash reconciliation.
• Provide support for the City’s annual budget. Includes developing worksheets and forms; providing technical assistance to staff; monitoring and reviewing of revenues and expenses; assist in the assembly of budget documents and reports.
• Participate with the biennial audit by the State Auditor’s Office. Includes preparing and reviewing documentation requested by the auditor, investigating entries/questions auditor may have, and scheduling meetings.
• Maintain the City’s attendance program pertaining to payroll, overtime, vacation/holiday/comp and sick leave, and creating and presenting reports on this activity.
• Assist and collaborate with HR regarding benefit plan information, L&I and leave administration, and other related information requests.
• Maintain payroll, accounts payable, accounts receivable and other financial records; assists Records Officer in archiving financial records as needed according to the records retention schedule and maintaining compliance and accuracy in all record retention procedures.
• Provide customer service within area of assignment to employees and managers.
• Identify opportunities to improve the City’s financial and payroll procedures and assigned work tasks. Bring identified issues and matters that pertain to the City’s fiscal activities to the Finance Manager and/or Court Administrator.
• Assist in responding to the Washington State Auditor for requested audit records pertaining to payroll or the Municipal Court Department with the assistance of the Court Administrator during an annual audit.
• Post all Municipal Court transactions appropriately, reconcile and balance on a daily, monthly, quarterly, and annual basis in the software system and bank statements. Assist the Municipal Court in developing improved accounting and financial management procedures to comply with best practices.
• Prepare accounts payable for the Municipal Court Department.
• Assist the Court Administrator to prepare the biennial budget for the Municipal Court Department.
• Assist the Court Administrator in preparing the annual State of the Court financials.

Requirements

• Required: Two (2) years of college level course work in accounting, finance or related field AND at least three (3) years of financial or accounting experience involving the use of automated payroll systems and bookkeeping principles OR equivalent education/experience.
• Preferred: Bachelor’s degree in Accounting, Finance or related field.