Program Assistant- Community Services

Job Summary

Under general supervision, this position provides technical accounting, budget, and other administrative support. This position works closely with the Financial Management Analysts, Program Coordinators and Managers, and the Administrative Services Manager for the fiscal, business, and administrative operations of the Clark County Department of Community Services. Responsibilities also include monitoring, analyzing and maintaining financial transactions for a wide variety of social service programs; tracking revenues and expenditures, and preparing required internal and external financial reports

Our department values our community's diversity and seeks ways to promote equity and inclusion within the organization and with the public. Our department also encourages applications from candidates with knowledge, ability and experience working with a broad range of individuals and communities with diverse racial, ethnic, and socio-economic backgrounds.

This is a full-time represented hourly position represented by Local 11.

This position has the option of a remote/hybrid work schedule possibility. However, the candidate selected must reside in OR or WA. No Exceptions.

Qualifications

Education and Experience

• At least three years of responsible and advanced administrative support experience including the full range of Microsoft Office software applications and other personal computer applications..
• Two years of progressive accounting experience, preferably related to grant accounting: OR
• An Associates or Bachelor's degree or the equivalent, in accounting, finance, business administration or a related field from an accredited college or university.
  
  

All combinations of education, experience, and training that demonstrate the ability to perform the work will be considered. The successful candidate must pass a criminal background check, as required by RCW 43.43.830.

Preference will be given to individuals with knowledge of generally accepted accounting principles and practices; computer applications related to financial reporting (database, spreadsheet, word processing); federal and state grant and program regulations, including HIPAA; and OMB circulars; local government operations.

Key Or Typical Tasks And Responsibilities

• Reconcile, prepare, enter, review for allowable costs and pay grant provider invoices.
• Maintain knowledge of department operations and systems. Perform work within accounting parameters established by the department and applicable federal and state laws and regulations.
• Complete grant reports, fiscal spreadsheets, reconciliations, and research work.
• Read and interpret grant language and contract language for compliance issues. Address any non-compliance issues with program personnel, management, or providers.
• Reconcile contracts to grants and internal fiscal reports.
• Run reports and reconcile against budgets, revenue & expenditures, other funds, and programs.
• Bill grant awards and prepare the necessary billing documents, as appropriate. Track due dates and prepare reports for grantor agencies, and prepare monthly grant requests for reimbursement, monitor budgets and balances to process grant invoices. Maintain documents to support the grant billings. Assist with grant closeout reports.
• Creating or supporting an annual budget process and creating budget summaries.
• Make deposits.
• Supports Financial Management Analysts in audit readiness.
• Creating Supplier Vouchers (CVs) and maintaining invoice stock on department hard drive.
• Monitoring department general emails and phone calls.
• Archiving accounts payable, contract and program records.
• Record destruction coordination by routing to all programs and obtaining coding.
• Copier management including adding/deleting users, supply management, service calls, setup of printing functions, problem solving.
• Facilities calls/trouble tickets.
• Purchasing department general office supplies.
• P-Card purchases and administration.
• Conference room management.
• Maintain directory of department phone lists and mailboxes.
• Annual staff confidentiality certifications.
• End-of-Year and end-of-fiscal year notifications.
• Maintain department computer inventory.
• Conducts department-level website updates.
• Provides advanced administrative support, as required.
• Other duties, as assigned.
  
  

The ideal candidate will have the following strengths

• Demonstrated time-management and organizational skills. Ability to effectively handle multiple priorities.
• Excellent interpersonal communication skills. Ability to develop and maintain effective working relationships.
• Strong analytical, research and written communication skills.
• Ability to work independently in a fast-paced environment, managing a heavy workload.
• Experience with or ability to learn the following software: Workday and Microsoft Office programs.
• Experience in grant accounting and administration, risk analysis, preparation for audits and working with community-based non-profits and public entities.
• Strong analytical, written, and oral communication skills, including English grammar.
• Strong customer service and communication skills.
• Experience working directly with people from diverse communities including but not limited to racial, ethnic, and socioeconomic backgrounds.
  
  

Selection Process

Resumes and other documents must be attached together in the 'Resume Upload' section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.

Application Review (Pass/ Fail) - An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Practical Exam (Pass/Fail) - This recruitment may require a practical exam which will be job related and may include, but not limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Examples of Duties

Successful candidates will have a demonstrated commitment to promoting diversity, Equity, inclusion, and multicultural competence and must be willing to contribute to the Community Services strategic plan of inclusion.

Evidence of valid driver's license and certified copy of current driving record (CCDR) are required at time of hire.

This position is represented by Local 11 - OPEIU (Office and Professional Employees International Union, AFL-CIO).

Salary Grade

Local 11.7

Salary Range

$25.73 - $34.74- per hour

Close Date

Open Until Filled

Recruiter

Irene Catherine Chrest

Email

Irene.Chrest@clark.wa.gov

Equal Opportunity Employer

Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.

Employee Benefits And Additional Compensation

Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.

Retirement Information

All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.

For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/

If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.