NW Staff Accountant – Everett/Snohomish Co. - (F/T 37.5 hrs. per wk.)

The staff accountant position serves under the direct supervision of the regional office’s Accounting Supervisor and is generally responsible for processing transactions in one or more of the following operational areas.  The general ledger accounts affected by these transactions are of a routine operational nature.  In addition, this position maintains all MIS data related to tasks described below.  (Primary job responsiblities will be Payroll and AP)

• →Bachelor’s Degree from an accredited university will substitute for the AA degree.
• →Vocational school completion of Accounting courses will substitute for AA degree.

• Prepare billing documents and invoices for submission to various funding sources. Ensure timely submission of invoices to facilitate agency cash flow.  Maintain, prepare and/or collect data necessary to prepare accurate and timely billings.
• Post / code deposition information to the Accounts Receivable subsidiary ledger. Follow up on payment discrepancies and the various funding sources.  Monitor receivable balances and issue refunds pursuant to agency policy.
• Review invoices / billing documents for compliance with contract requirements related to revenue reimbursement. Tracks and monitors receipt of authorizations required by funding sources.  Prepares information for programs to facilitate the authorization process.
• Maintain billing and cash receipt files.
• Maintain aged receivables listing. Ensure the Accounting Supervisor and Program Managers receive accurate and timely reports on a monthly basis for management decision making purposes. Monitor aged receivable and facilitate the collection of past due accounts.  Provide billing and payment history information to program staff upon request.
• Maintain accurate client history information of billing and cash receipts through the subsidiary accounts receivable system.
• Reconcile receivable, cash receipt, and revenue balances to the general ledger on a monthly basis and resolve any reconciling items in a timely manner. Prepare and post accounts receivable, cash receipt and revenue journal entries to the general ledger.
• Write off past due accounts as requested and approved by the Accounting Supervisor or Program Manager.
• Assist in providing information related to receivables, cash receipts and revenue for the annual regional office’s audit.

• Verify the expense is properly authorized pursuant to system wide policies prior to payment. Prepare checks ensuring the amount and payee agrees to the supporting documentation (check request, PO, invoices, statements).  Determine proper program distribution and general ledger classification pursuant to agency policies.
• Determine vendor’s 1099 status and maintain appropriate documentation. Ensure the accuracy of 1099 status coding in the accounts payable system.  Annually complete 1099 reports for submission to the vendors and IRS.
• Maintain vendor invoice files.
• Facilitate the resolution of differences between check requests / purchase orders and vendors statements by working directly with the vendor.
• Reconcile accounts payable subsidiary ledgers to the general ledger control account on a monthly basis. Identify and resolve reconciling items.  Prepare and post adjusting entries to the general ledger.
• Assist in providing information related to accounts payable, cash disbursements and expenses for the annual regional office’s audit.

• Maintain employee payroll records in ADP to include cost center distributions, rate of pay, withholding allowances, payroll deductions, net pay distributions (i.e. checking, savings, TDA, Loan payments.
• Maintain data entry of hourly and salaried information to ADP for computation of current period payroll checks. Transmit data to ADP.  Review and verify ADP payroll reports for accuracy prior to distributing payroll checks.
• Prepare general ledger journal entry from ADP reports for salaries, benefits, and taxes. Determine proper program and general ledger distribution pursuant to agency policies.
• Determine agency liability for unemployment and L&I using ADP reports. Provide information to CCSWW.  Prepare a monthly general ledger entry ensuring proper program and general ledger distributions pursuant to agency policy.  Reconcile liability balances to the general ledger on a monthly basis.
• Reconcile salary, benefits, payroll taxes, and other deductions from ADP reports to the general ledger after each payroll.
• Maintain schedules of accrued vacation and sick leave balances. Compute accrued vacation adjustments on a monthly basis.  Reconcile accrued vacation balances to the general ledger on a monthly basis.
• Compute and post to the general ledger salaries and wages payable on a monthly basis. Reconcile general ledger accounts to supporting documentation.
• Reconciles cash basis wages per the general ledger to the form 941 on a quarterly basis. Reconciles cash basis wages per the general ledger to the W-3 transmittal form on an annual basis.
• On a semi-annual basis, download information from ADP to prepare the retirement benefits report for Human Resources.

• Maintains schedule of depreciation for all agency-capitalized equipment. Record depreciation on a monthly basis to the general ledger distributing the appropriate cost center.
• Reconcile fixed assets, accumulated depreciation, and depreciation expense to the general ledger at least quarterly.
• Maintain schedules of capital assets expensed due to direct funding received for the purchase of the asset.
• Assist in providing information related to fixed assets and depreciation for the annual regional office’s audit.

• Maintain schedules of prepaid expenses (Vendor, annual amount, period covered, cost centers charged, and general ledger account). Prepare monthly adjusting entry to record the expense to the appropriate cost center.
• Reconcile prepaid balances to the general ledger at least quarterly.

• Review reimbursement requests submitted by the program. Verify receipts agree to the reimbursement request amount.  Issue check to replenish the fund.
• Code and post petty cash fund expenditures to the general ledger pursuant to agency policy.
• Periodically count petty cash funds to ensure cash plus receipts equal the authorized fund amount.

• Associates of Arts and Sciences Degree with a minimum of the following accounting classes or the equivalent – Introduction to Accounting (I and II), Managerial Accounting