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ACCOUNTING ASSISTANT II

VACANCY ANN. #:   STOI-21/208
TITLE:                          ACCOUNTING ASSISTANT II
SUPERVISOR:          ACCOUNTING SUPERVISOR
DEPARTMENT:        477/TANF
STATUS:                     REGULAR, FULL-TIME
LOCATION:               SPOKANE, WA
SALARY:                    $19.00 – $21.00/PER HOUR
OPENING DATE:    SEPTEMBER 16, 2021
CLOSING DATE:     OPEN UNTIL FILLED 

INTRODUCTION:
The Accounting Assistant is to provide assistance in managing child support, maintain all Early Learning Invoicing, assist the Accounting Supervisor as requested, provide back-up to all 477/TANF accounting staff when needed, and provide any further assistance to program staff and managers as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Child Support Maintenance:
• Enter daily deposits into TAS from state reports
• Perform complex case processing functions, reconcile child support and issue refunds if necessary
• Determine accuracy and completeness prior to entering data into permanent record
• Respond to state and client inquiries regarding child support cases
• Assist Accounting Supervisor with developing operating procedures for Child Support Program
• Ensure operations are implemented and followed
• Provide monthly closures to the Division of Child Support
• Position will work with state and tribal courts and child support programs
• Child Care Data entry into the Temporary Assistance System (TAS)

Early Learning Duties:
• Must understand, implement and maintain Early Learning invoicing policies
• Monthly invoices for the 477/TANF Early Learning Programs are due to each program by the 20th of each month
• Invoices for all regular full-time or part-time clientele are processed prior to the start of the month services will be rendered
• Invoices for all occasional use clientele are processed the following month
• Must be able to collect and analyze attendance data from online programs and attendance records
• Employee must demonstrate ability to utilize online software and programming
• Must be able to create monthly invoices utilizing processed data
• Must calculate subsidized invoicing for Working Connections Child Care, Spokane Tribal CCDF Child Care Subsidy, and/or any additional subsidized child care program
• Must ensure correct rates are computed properly utilizing the rate calculation rubric for each site
• Must have the ability to maintain a monthly invoice tracking sheet electronically
• Ability to incorporate passed due balances for all clients when necessary
• Ability to maintain monthly statements for any previous client with either an outstanding debt or whom has an active payment plan in place
• Ability to utilize Spokane Tribal emailing system in order to request invoice numbers from the Spokane Tribal Balance Sheet Bookkeeper
• Scanned copies of all invoices must be scanned to the Spokane Tribal Balance Sheet Bookkeeper no later than the 5th of the month
• Must maintain electronic filing system of monthly invoices for each site
• Must review invoicing rates with Program Manager and update annually accordingly
• Must review invoicing policy annually and implement any necessary changes
• Assist program managers during major procurement procedures to include but not limited to bidding processes, capital and non-capital purchases which exceed STOI procurement purchase thresholds
• Assist program managers during contract development procedures
• Assist program managers with sole sourcing procedures
• Assist in development and annual reviews of child care and child nutrition program procurement procedures

Other duties include the following:
• Assist with obtaining quotes, contract documents, invoices, and other documents as needed
• Assist in auditing and correcting TAS financial entries with accounting records
• Provide support to the accounting department as needed, act as a back-up to 477/TANF Accounting Staff
• Assist in collecting documentation, basic research, and preparing reports as directed
• Assist Office Managers with ordering, logging, tracking, and verifying program support services, cash grants, and any other financial related items as needed
• Assist with file maintenance of on-site financial documents as needed
• May assist in coordinating office activities and schedules. Recommending and/or coordinating office procedures and systems
• Perform a wide variety of executive secretarial and administrative duties as requested
• Research and analyze routine projects for 477/TANF management if needed
• Process requisitions and reimbursements
• Independently respond to letters and general correspondences of a routine nature
• Draft or assist in drafting and editing correspondences
• Maintain files of outgoing correspondences, memorandums, and reports
• May be involved in maintaining Council action register for TANF management team
• May include the coordination, scheduling, attendance and transcription of minutes for other 477/TANF programs as assigned. May act as a liaison with board representatives or officials of other entities or agencies in conjunction with board duties, utilizing appropriate protocols and procedures
• Additional duties as assigned

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:
• Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment in overall tribal activities and inter-governmental relations
• Analytical skills
• Exemplary customer service skills must be provided to Council members, Spokane Tribal members, Executive and Director level staff, coworkers, and other governmental and outside agencies
• Must have knowledge of secretarial, office administrative procedures, and know the use and operation of standard office equipment
• Must be able to work independently using initiative and own judgment within established policy and procedural guidelines
• Act as a dedicated team member working well with all levels of staff and the ability to work well with other team members in developing a consensus
• Ability to analyze and resolve office administrative and procedural problems. Create innovative techniques for performing assignments
• Ability to use basic mathematical computations, account coding and an understanding of basic budgeting theories and principles
• Effective time management – ability to prioritize and organize own work, coordinate projects, meet deadlines, and follow-up on assignments
• Must have ability to establish and maintain effective and professional relationships with officials at all levels of government, staff, outside entities, the public and other interest groups
• This position requires the ability to safely operate a motor vehicle
• Must have strong computer and word processing skills, including experience with computer applications such as Microsoft Word, Outlook, Access, PowerPoint, Excel, and Adobe Acrobat
• Demonstrated ability to use proper English, spelling, grammar and punctuation in business correspondence
• Must have strong transcription skills
• Requires strong organizational skills
• Must be able to work independently
• Must be able to maintain strict confidentiality of all matters and to use diplomacy in all situations

MINIMUM REQUIREMENTS:
• High School Diploma required and minimum 5 years of experience in a professional position
OR, A.A. Degree and minimum 2 years of experience in a professional position
• Must be proficient in MS word, excel, and other IT applications
• Excellent communication and writing skills
• Must have a valid Washington State Drivers license and must meet Tribal insurance requirements.

**Must include STOI Job Application, Professional Resume, and Cover Letter for consideration**

Applications Are Available at the Spokane Tribal Human Resources Department or can be downloaded at www.spokanetribe.com
Contact: Sabrina McCoy
P.O. Box 206, Wellpinit, WA 99040
Ph: (509) 458-6583, Fax: (509) 458-6556
E-mail: hrfrontdesk@spokanetribe.com
All Applications Must Be Received in the HR Department No Later Than 4:30 p.m. on the Closing Date
The Spokane Tribe of Indians Reserves The Right To Hire According To Its Indian Preference Policy
All Applicants Are Subject To A Pre-Employment Drug Test
All Positions With The Spokane Tribe Are Subject To A-90 Day Orientation