The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.
The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal
Public Service Loan Forgiveness program.
The
Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.
Fiscal Analyst 2 (In-Training)
Permanent, Full Time
This position reports to the accounting supervisor. It is responsible for exercising independent judgement in determining the appropriate application of rules and regulations (RCW, WAC, SAAM) in the following areas: interfacing with multiple systems; Daily Deposits, Accounts Payable; general accounting and customer service. This position must analyze and interpret financial data maintained with both OSOS systems and statewide financial systems.
This position is an in-training position and can be filled at either the Fiscal Analyst 1 or Fiscal Analyst 2 level depending on the applicant's qualifications. Monthly salary ranges for all each level are as follows: - Fiscal Analyst 1: $3,477 - $4,632
- Fiscal Analyst 2: $3,811 - $5,117
This recruitment may be used to fill multiple positions, and the hiring manager reserves the right to fill this position at any time. Manages various specialized accounts payable, as assignedTasks include:- Organizes and tracks recurring payments
- Ensures compliance with SAAM payable rules
- Confirms documentation is complete and appropriate
- Verifies correctness of invoice quantity and amounts
- Finalizes approvals and verifies receipt of goods and services
- Assigns sub-object coding for payment
- Analyzes and reconciles CAMS sheets with auditing and data entering
- Researches general questions
- Cancels issued warrants
- Creates and processes payment batches using AFRS, Excel and Financial Toolbox
- Verifies no duplicate payments are made and all payments are made by due date
Daily deposits
Tasks include:- Independently reconciles multiple systems(AFRS, TM$ (Treasury Management System) Revenue, Cybersource, CCFS) to prepare deposit batches
- Works with division staff to analyze any variances
- Transmits deposit information to the State Treasurer and finalizes information in the agency revenue system
- Prepares deposit adjustment batches and verifies correct coding in financial systems
- Works with IT staff to identify system errors and work towards a solution
- Processes any assigned NSF’s or chargebacks
Accounts ReceivableTasks include:- Receipt checks into A/R system
- Create and process A/R deposit batches
- Work with other accounting staff to resolve customer account questions
Provides General Accounting Support and Customer ServiceTasks include:- Works with vendors to get appropriate paperwork completed and submitted
- Works with OFM to get vendor number assigned
- Responds to customers requiring OSOS W-9 forms
- Works with vendors to obtain required W-9’s
- Encumbers invoices as required, monitors encumbrances, and liquidates if appropriate
- Prepares and uploads regular journal vouchers
- Processes external journal vouchers from other state agencies
- Researches and responds to customer inquiries
- Researches and clears items in suspense, uses OSOS revenue system and chart of accounts to determine and correct coding, works with program staff to resolve questions as needed
- Provides backup to accounting staff
- Makes credit card payments as required
- Miscellaneous - Other duties as assigned
Required Qualifications:- At least 12 semester or 18 quarter hours of college-level accounting; credits can include classes such as math, statistics, and/or any other analytical math or science class. (to be vetted by HR)
- One year of experience in financial administration such as preparing deposits, administering accounts payable or receivable, processing purchase orders, making payment on invoices; Additional experience may substitute for education on a year for year basis, except for the accounting credits.
- Demonstrated ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.
- Demonstrated ability to use standard spreadsheet software such as Microsoft Excel to create, modify, print, and format spreadsheets, worth with formulas and functions, use templates, styles, AutoFormats, and multiple worksheets
Preferred/Desired Qualifications:- Bachelor's degree in accounting, audit, or budget.
- Experience performing simple record-keeping tasks such as posting or totaling numbers or other data in columns or on a computer; or working with numbers requiring detail and accuracy.
- Experience performing accounting functions.
- Customer service experience providing assistance and resolution to customers regarding inquiries, complaints or problems on the phone or in writing.
- Accounting experience working in a Washington State agency fiscal office including working knowledge of the state Agency Financial Recording System, (AFRS)
- Required and desirable experience may be gained concurrently
Position may be filled at the Fiscal Analyst 1
Entry at the Fiscal Analyst 1 level: Incumbent would perform the same duties as identified in the position description form, however under direct/close supervision (most work is reviewed in progress and upon completion) rather than general direction (completed work is reviewed for effectiveness and expected results). The incumbent would meet the qualifications identified below for the Fiscal Analyst 1 level and during the course of the in-training plan, learn the duties and tasks and upon successful completion of the in-training plan perform all duties independently.
Required Qualifications: - At least 12 semester or 18 quarter hours of college-level accounting; credits can include classes such as math, statistics, and/or any other analytical math or science class (to be vetted by HR)
- Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
- Ability to use standard spreadsheet software such as Microsoft Excel to create, modify, print and format spreadsheets, work with formulas and functions, use templates, styles, AutoFormats and multiple worksheets
Working Conditions
In this position, the incumbent works primarily in an office setting which may require sitting and/or standing for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. May need to occasionally work weekends and/or evenings. Infrequent travel is required to local offices. The position works primarily with internal customers, but also interacts with other state agencies. The incumbent of the position requires ability to lift up to 20 lbs. with or without a reasonable accommodation, must be able to communicate effectively and positively with peers and management using language that is appropriate to both the complexity of the topic and the knowledge level of the recipient, and occasionally communicate orally one-on-one or in small groups. How to Apply- Required: To be considered for this position you must attach the following:
- Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
- Current resume
- Transcripts denoting accounting credits
- You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
- All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.
The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, race, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 819-0934.
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