Financial Specialist I

Yakima County•New York, NY

4d•$21 - $27

About The Position

This position provides essential financial and administrative support for the Human Services Department by processing subgrantee invoices, maintaining contract and financial records, preparing budgets, and managing procurement activities, under the direction and guidance of the Accountant III. Additionally, this position will complete purchase orders, maintain procurement documentation, and ensure purchases comply with regulations and budgets. The role also ensures adherence to applicable policies, supports accurate financial tracking, and facilitates timely payments to vendors and subrecipients.

Requirements

High School or (G.E.D.) AND 3years of customer service or cashiering or solid waste/environmental sciences related experience or an equivalent combination of education and experience which provides the knowledge, skills and abilities sufficient to successfully perform the essential duties of the job.
Valid WA State Driver’s License and proof of insurance, if requested.
Successful completion of a financial background investigation and general employment verification.
Successful completion of specialty training and/or possession of specialty related certification is required within six months of appointment. This may include one or more certifications such as: Integrated Disbursement and Information System (IDIS) New User Training; Notary Public
Basic accounting theories and practices including Basic mathematics
Basic payroll procedures
General knowledge of financial specialty assignment area
Office practices and procedures
Phone etiquette
The legal system including legal terminology, court rules and procedures
Methods of computer data entry and computerized recordkeeping
Roles and responsibilities of the judicial system departments and law enforcement agencies;; Grammar, spelling and punctuation
File maintenance techniques
Customer service technique
Reviewing and verifying accounting information
Attention to detail and accuracy
Preparing and processing documents related to assignment area function
Performing a variety of calculations for payroll, taxes and invoices
Using office equipment such as phones, copies, calculators scanner and fax machines
Using a personal computer and related software applications
Establishing and maintaining effective interpersonal relationships with County and other officials, at all organizational levels and with the public
Communication, both oral and written, sufficient to exchange or convey information and to give or receive work direction.

Nice To Haves

Certificate or Associate’s Degree in Accounting
Government or non-profit experience
Experience using Microsoft Word, Excel, and Outlook; Workday, Integrated Disbursement and Information System (IDIS), SAM.gov, and SAW.
Experience interpreting and monitoring service contracts for compliance and validation of services rendered
Some knowledge of principles, theories, and practices related to human services, homelessness, and behavioral health
Bilingual or bi-literate in Spanish
Experience working with or knowledge of homelessness, behavioral health or local social service agencies and programs.

Responsibilities

Calculates data for accounts payable or receivable functions; verifies accuracy of others' calculations; and processes changes or corrections as needed.
Performs primary review of invoices. Data under review may include reimbursements to date based on prior invoice submissions, invoice requests for current period under review, the subgrantee submitted summary page and General Ledger report against the supporting documentation submitted (i.e., invoices, receipts, vouchers).
Tracks and maintains assigned accounts, contracts, and terms of agreement; prepares payment and/or collection plans; tracks debt collection activities; reconciles records for tracking activities; prepares a variety of related financial system reports and technical documents; tracks and ensures currency of subgrantee contract necessary documentation on file (i.e. current COI).
Compiling and entering information as directed by Accountant III into documents and templates (i.e. updating budget table in contracts, contract tracker, and invoice face sheet during the creation of a contract or modification). This includes tracking and maintaining detailed contract records, analyzing terms, interpreting funding guidelines, and identifying allowable costs to ensure compliance. Discrepancies between invoices and contract terms are flagged and investigated, with significant issues escalated to the Accountant III for further review.
Audits, validates/reviews approves for form, legal and procedural compliance of various documents prepared or entered into a computer system; drafts and implements operational guidelines to ensure compliance with policies and procedures. Data audited in Workday will include supplier invoice entries made by Financial Services, to maintain the accuracy and integrity of the Human Services Department expenses related to procurement cards and Veteran vouchers. Additionally, Supplier-IDs created by the Auditor’s Office must also be reviewed to ensure the information is accurate (i.e., names, payment remittance address).
Responds to questions and provides guidance in area of specialty. Develops positive professional relationships with subgrantees.
Communicates with other departments such as Financial Services, Auditor’s, and Treasurer’s Offices on an as-needed basis to address issues related to job duties, such as reimbursement or payment submissions or processing financial information. Through these efforts, supports consistent, effective interactions across departments and promotes accountability in financial operations.
Reviews invoicing documents to ensure claims are filed for reimbursement and accounts are monitored upon completion of invoice payment; reviews records for adjustments to determine payments align with documentation. Monitors invoicing deadlines to support timely reimbursement and accurate financial reporting.
Prepares invoicing documentation for secondary review, following established guidelines and consulting with the Accountant III as needed.
Types or prepares a variety of correspondence and documents such as requisitions, bank deposits, tax documents/information, assessments, manual warrants, subgrantee contract face sheets, and/or grant applications.
Processes purchase orders for the Human Services Department under the guidance of the Accountant III. Reconciles orders with charges and prepares receipts using appropriate cost allocation. Submits receipts to Financial Services for entry, following established procedures
Provides customer service by greeting customers and provides technical support, explaining the issue at hand and resolving issues for services received or amount billed. Provides proactive customer service and education when working with subgrantees and other external stakeholders by guiding them through billing requirements, contract documentation, and invoice submission processes. Ensures all customer support activities uphold departmental policies and contribute to financial accuracy, transparency, and positive working relationships.
Sends recurring reminders on a dependable schedule to subgrantees, using tools in Outlook to improve efficiency of time use.
Performs other duties as assigned.