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Senior Finance Specialist-Payroll

1 month ago

Tacoma, United States Pierce County Library Full time
Job Description

Pierce County Library System

Senior Finance Specialist

Hiring Range: $27.43 - $31.80 per hour; Pay Grade Range: $27.43 - $37.95 per hour

Compensation:

Pierce County Library System offers a compensation program which recognizes qualifications and experience relevant to each position. The starting pay is established typically within the hiring range below based upon the experience of the individual hired into the role. Our compensation package also includes annual increases for each additional year of experience and tenure in the role, up to the maximum (current year maximum outlined in pay grade range above). Eligibility for overtime is exclusive to positions which are FLSA status non-exempt below.

FLSA Status: Hourly, Non-exempt

Position Status: Regular, Full-Time

Hours Per Week: 40

Schedule: Monday-Friday: 8:00am-500pm.

Schedule is subject to change.

Union Status: Represented

Candidate Submission Timelines:

TRANSFER Candidates: transfer eligible candidates internal to PCLS will be given first consideration for this position through the Transfer Closure date. Please review the StaffWeb Transfer Process Overview.

EXTERNAL OR NON-Transfer INTERNAL Candidates: To be considered for this position please submit your resume and up to 4 additional attachments to display your knowledge, skills and abilities for consideration for this position no later than 5:00 p.m. on closing date below.

Submissions after the Closure Date below will not be considered:

•Transfer Closure Date: Tuesday, July 23, 2024 at 5:00pm

•External/Non-Transfer Closure date: Tuesday, July 30th, 2024 at 5:00pm

Veteran Status: Applicants wishing to claim Veterans Preference should select the percentage that they qualify for, 5% or 10% during the application. More information about veteran's preference, such as the difference in percentage can be found here and here. If you need more information please contact us at:HR@pcls.us

Position Summary

Coordinates and performs a variety of technical accounting functions for the Pierce County Library System's Finance Department; processes accounts payable invoices; prepares and issues the Library's accounts payable warrants; Responsible for the Library's Contract Module and analyzing financial data related to contracts; prepares financial records/reports and tax forms; coordinates the management of the Library's financial documents; responsible for the Library's Credit Card Procurement Program processes; assists management personnel in resolving accounting issues. Analyzes, prepares, and inputs time reporting data, using automated systems to produce accurate and timely records; creates time reporting workflows and serve as the backup for payroll processing; supports annual payroll processing requirements; reviews and resolves errors from time reporting edits; responds to simple time reporting and accounting inquiries. Performs other related duties as assigned. This position works under general supervision and differs from the lower level classification of Finance Specialist by the more complex and technical nature of accounting duties assigned.

Essential Functions

Class specifications are intended to provide a descriptive list of the range of duties performed by employee in the class. Specifications are not intended to reflect all duties performed within the job.

•Delivers high-quality, customer-focused services.

•Performs a variety of accounts payable duties; receives, codes, inputs, and submits accounts payable (A/P) invoices for approval; posts items to the general ledger. Import creation of numerous invoice imports including Utilities and Procurement Card Invoices. Processes, codes, inputs, and reconciles invoices and billing relative to area of work.

•Prepares, issues, and/or voids the Library's accounts payable warrants; communicates with Pierce County regarding warrants written by the Library.

•Prepares and sends affidavits to vendors; follows up regarding lost and/or stale warrants.

•Researches and resolves internal and/or vendor related accounts payable issues.

•Compiles financial and time reporting data and prepares reports relative to area of assignment.

•Processes all annual payroll updates and W-2's; enters W-4 information into the Library's ERP system, processes payroll vendor warrants.

•Assists management personnel in resolving expenditure issues and provides notifications regarding purchase order/contract overages and expiration dates.

•Generates and mails vendor 1099's; prepares and files 1096 forms with the IRS; files monthly Retailing and Other Activities Returns to the State Department of Revenue.

•Coordinates with vendors regarding the resolution of accounting software issues; prepares work orders and communicates with the Help Desk regarding technical issues.

•Processes data in the time reporting system including timesheet approval workflows and processing.

•Supports data entry into the Library ERP system for retroactive pay and deduction data entry, and completes time reporting analysis.

•Processes mileage semi-weekly and supports record retention. Responds to simple time reporting inquiries and resolves issues with staff.

•Back-up coverage for payroll processing.

•Generates and mails vendor 1099's; prepares and files 1096 forms with the IRS.

•Coordinates the maintenance, storage, and purging of the Library's financial documents; maintains the Retention Schedule and log in accordance with Secretary of State Guidelines and the Washington State Administrative Code.

•Demonstrates punctuality and regular and consistent attendance.

•Brings matters of public concern regarding waste, inefficiency, corruption, discrimination, and safety to the attention of Library Management.

•Accurately communicates the Library's policies to members of the public in all job-related contacts.

•Positively reflects Pierce County Library's mission, vision, and values to members of the public and to staff.

•Performs other duties as assigned or required.

Additional Duties and Responsibilities

Duties are considered non-essential and include the following:

Supervisory Responsibilities?

Reports to the Accounting Manager; no supervisory responsibility is exercised.

Core Skills & Qualities / Leadership Competencies

Employees are expected to demonstrate the following qualities at all times:

•Customer Focus

•Teamwork

•Communications

•Leadership

•Problem Solving

•Change and Learning

•Positive Attitude

•Professional Integrity

•Diversity

Required Knowledge, Skills, and Abilities

The employee is expected to perform or possess the following:

Minimum Requirements including Education, License or Certifications:

•Bachelor's Degree in Accounting, Business Administration, or related field, and

•Three years technical accounting and/or payroll experience; OR

•Any combination of education and experience which would provide the required knowledge and skills and allows successful performance of the job.

•Must pass criminal background screening prior to hire.

•The ability to work evenings and weekends on a rotating schedule and to adapt to schedule changes on short notice is required.

•Principles and practices of accounting, time reporting, and payroll.

•Regulations and standards governing accounting, time reporting and payroll activities.

•Accounts payable and time reporting processes and procedures.

•Financial and time reporting records, reports, and documentation.

•Credit card procurement and time reporting programs.

•Customer service standards and protocols.

•Coordinating and performing a variety of skilled accounting and time reporting functions.

•Maintaining compliance with regulations and standards governing accounting and time reporting activities.

•Processing accounts payable invoices and issuing warrants.

•Compiling/analyzing data and preparing a variety of financial reports.

•Coordinating the management and maintenance of the Library's financial documents.

•Overseeing and administering the Library's Credit Card Procurement Program.

Technology Requirements:

Required:

•Ability to effectively navigate basic electronic record creation and storage (e.g. timecard/HRIS, performance review, network drive storage)

•Use of basic office equipment (e.g. PC, printer, phone, fax, mouse, security alarm)

•Basic keyboard and alpha/numeric data entry skills

•Basic PC navigation skills in a windows based environment; ability to connect and print

•Ability to navigate, search and use basic web functions and applications

•Intermediate MS Office Suite skills (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities - All other roles

•Specialized equipment or software skills sufficient to satisfactorily complete job responsibilities (e.g. HRIS)

Desired:

•Integrated Library System, Inventory or Data Management system experience

•Ability to successfully complete Basic MOS Certification or Course

Physical and Environmental Conditions:

Work is conducted in a normal office setting that provides comfortable lighting, temperature and air conditions. Occasional light lifting, such as three to four reams of paper, four or five books, or other library materials up to 35 pounds may be required. Subject to sitting and standing for extended periods of time, walking, bending, reaching, and lifting objects weighing up to 30-35 pounds. May lift or push up to 50 pounds as needed with assistance.

Work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices or meeting rooms, e.g. use of safe work place practices with office equipment, and/or avoidance of trips and falls and observance of fire regulations.

Work may be performed in a library environment and involve regular contact with the public, and/or require push/pull loaded carts.

The above position description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Benefits:
  • Medical, Dental, and Basic Life Insurance
  • Vacation
  • Sick Leave
  • Long-Term Disability
  • State Retirement System
  • Employees have an opportunity to participate in the Tax Sheltered Annuity Program and the Deferred Compensation Program
  • Additional life insurance for the employee and family is available through payroll deduction.
  • Employee Assistance Program