Fiscal Technician 2

About the Role

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. Within the Financial Services Division of the Washington State Department of Agriculture, this position reports to the Accounts Payable Supervisor. This position provides clerical support to the staff in the Financial Services Division. This position also supports the agency mission to provide timely and accurate financial information to agency managers, staff, and other entities in accordance with Office of Financial Management and legal requirements. It is responsible for accurately coding and processing non-recurring vendor payments and processing vendor payments within 30 days of invoice date.

Responsibilities

• Provide fiscal support for Financial Services Staff.
• Request approvals for payment from WSDA admin services and programs.
• Obtain proper expenditure accounting codes and conduct follow-ups as needed.
• Prepare payables batches.
• Key batches or use financial toolbox.
• Mail warrants.
• Verify accuracy of information keyed.
• Acquire vendor W-9 forms and maintain agency vendor files.
• Reconcile various vendor statements to our payments periodically but especially at year-end.
• Compile backup documents for batches and organize batches and backup documents into PDF files.
• Convert emails to PDFs, download vendor invoices, and scan hardcopy documents into electronic format.
• Provide clerical support to Financial Services staff following the policies and procedures of OFM and WSDA rules, regulations, policies and procedures.
• Monitor Accounts Payable shared inbox.
• Process and distribute postal mail received in Financial Services.
• Follow manual and electronic filing systems and database file rules and policies.
• Schedule in-person and Teams meetings, trainings, interviews, etc., using an electronic calendar.
• Perform scan and toss projects for Financial Services.
• Audit electronically saved files.
• Assist with mailroom and reception back up:
  • Receive, sort, open, endorse, date stamp, and deliver mail.
  • Stamp incoming checks received in the mail and follow proper check receiving procedures with other staff.
  • Provide customer service with all delivery services to track mail for staff regarding parcels received in mailroom.
  • Monitor distribution of mail during pick-up and delivery to the divisions.
• Provide coverage for agency receptionist as needed:
  • Answer the telephone with multiple incoming lines and transfer calls to appropriate agency staff.
  • Greet agency customers and the public.
  • Refer visitors to appropriate agency staff.
  • Engage visitors by asking questions to determine how best to serve their needs.
  • Check in visitors with sign in sheet and visitor badges.
  • Accept deliveries from FedEx, UPS, and other vendors. Notify appropriate staff about parcels received.
  • Accept cash/checks from vendors for products. Provide receipts, stamps, and list checks received on Reception Manifest for Accounts Receivable.
• Act as agency Employee Transportation/Administrator as it relates to the Commute Trip Reduction Program (CTR):
  • Promote CTR program and communicate information to agency staff.
  • Act as the CTR lead point of contact for questions and issues for agency staff.
  • Attend CTR meetings and trainings as required/needed.
  • Complete required CTR reports according to the due dates.
  • Communicate CTR issues to agency vehicle officer as needed.

Qualifications

• High School Diploma or GED or equivalent education/experience.
• One (1) year of general fiscal or accounting experience OR higher education which includes 18 quarter, or 12 semester hours of accounting, auditing or budgeting may substitute year for year for experience.

Preferred Skills

• Demonstrated proficiency with Microsoft Office applications, Adobe, and other software as installed.
• Outstanding interpersonal and communication skills necessary to establish and maintain effective working relationships.
• Maintain the highest standards of personal/professional and ethical conduct and support the agency's goals for a diverse workforce.
• Demonstrated experience using Agency Financial Reporting System (AFRS).
• Responsible contributor with commitment to excellence and success.

Pay & Schedule

This is a full-time permanent position located in Olympia, Washington. The typical starting salary is Range 38 Step A $41,820 - Step L $54,204 annually.

Benefits

• A healthy work/life balance, which may include flexible work schedules, and teleworking.
• Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave.
• 12 paid Holidays & Vacation and Leave Accruals.
• All Personal Protective Equipment (PPE) required will be provided by the agency.
• Commute Trip Reduction Program.