Accounts Payable - Fiscal Analyst 3

AGRICULTURE - A Cornerstone of Washington's Economy

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. This position reports to the Accounts Payable Supervisor and contributes to the WSDA Mission Statement by supplying timely & accurate budgeting, purchasing, office management and accounting information to both our internal and external customers. This position has responsibilities to analyze and process allocated expenditures. This position approves expenditure batches and acts as a subject matter expert in researching, implementing, and maintaining accounts payable system projects; preparing, reporting Use Tax to Department of Revenue, l 099 MISC and GRANTS to recipients and 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

WSDA is recruiting for a full-time permanent Accounts Payable | Fiscal Analyst 3 position within the Director's Office. This position is located in Olympia, Washington. This position is non-represented.

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. The typical starting salary for this position is: Range 55, Step A $62,880 - Step L $82,440 annually.

What to Expect

Some of the various responsibilities within this role:

Account and invoice payments• Utilize Excel to prepare allocations/approvals and process central service payments for interagency payables.

• Analyze invoice data: develop and run queries, determine program coding, prepare and send to program approvers for review and approvals.
• Process recurring account payments, interagency payables, rentals, building leases, freight/shipping, storage, postage, PO boxes, ferries, advertising, toll, petty cash, etc.
• Maintain Excel system tools for central service, interagency payables, and vendor payments.
• Enter, review, and maintain AFRS master index codes.
• Research duplicate payments and miscellaneous AP payments.
• Approve accounts payable batches as needed, or when supervisor is unavailable.
• Track and reissue payments.
• Prepare biennial payments.
• Review and audit accounting on contracts to ensure fiscal compliance when processing payments.

Warrants, journal vouchers (JV), taxes, 1099 year-end reporting• Maintain database if issued warrants downloaded from Enterprise Reporting.

• Write and send out letters to vendors as reminders if warrants are uncashed after 90 days.
• Cancel and reissue 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, Apptio, and Account Ability 1099 reporting software.
• Report complex financial data; draw from multiple general ledger accounts.
• Collect and analyze complex financial and statistical data.
• Report vendor payments year end 1099 forms to the IRS.
• Research, prepare, and complete monthly use tax returns online and files electronically with WS Department of Revenue.
• Record warrants cancelled by Statute of Limitations into Unclaimed Property database.
• Prepare warrants for WS DOR, UCP, COPS, Office of State Treasurer, Certificate of Participation, Lease Purchase Program.

Unclaimed property, reconciles general ledgers, petty cash, and disclosure forms • Research and reconcile general ledger accounts.

• Report unclaimed property to WS Department of Revenue, using (DOR) online reporting systems.
• Monitor and calculate interest and principal due on OST lease purchase agreements.
• Reconcile GL 5199 - belated claims and create reports.
• Process and coordinate year end closing: petty cash reconciliation, clearing year end transfers GL 5154 & GL 5158 Due to/Due from reconciliation, GL5199 reconciliation, and state agency CAFR/Disclosure Forms.

Purchase card administrator• Create and maintain accounts online for P-card holders and establish spending limits.

• Make adjustments to spending limits and MCC codes, as needed.
• Make updates to SharePoint, for applicable P-card accounts.
• Troubleshoot declined P-cards.
• Assist with disputes.
• Serve as 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 procedures.
• Recognize fraudulent charges on all purchase cards, report to US Bank, and verify removal on statement.
• Maintain P-card user training and cardholder agreement lists.
• Request new card for users.

Who should apply?

Professionals with:

• 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.
• Four (4) years of professional fiscal or accounting experience.

Preferred/Desired Qualifications:• Bachelor's or master's degree in a financial related filed.

• Experience interpreting federal, state, and/or agency travel policies and procedures. Knowledge of Office of Financial Management (OFM) fiscal rules. Ability to analyze complex RCWs, WACs, and OFM Directives as related to accounts payables.
• Experience using the state accounting systems including AFRS, Enterprise, Webi, TM$, Toolbox and with Microsoft Great Plains software. Strongly desire expert Microsoft Excel skills.
• Ability to work with individuals with diverse backgrounds, understands and performs governmental accounting transactions. Exceptional listener and communicator who effectively and respectfully conveys and receives information verbally and in writing.
• Responsible contributor with commitment to excellence and success.

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.

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:

• A 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.

If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email [email protected].

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.

WSDA uses a I-9 form(Download PDF reader) to determine Employment Eligibility and Verification, once hired. This document is the authorization of an individual’s ability to be hired for employment within the United States. Applicants must be eligible to work in the United States.

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