Bookkeeper / Administrative Assistant

Conservation districts are subdivisions of state government. The Cowlitz Conservation District office is in Longview, WA 98632. The Wahkiakum Conservation District office is in Skamokawa, WA 98647.

Wages & Benefits: $50,000-$60,000 annual salary. Generous benefits package, including participation in state retirement system, employer-paid health insurance for employee, 10 paid holidays, vacation leave, and sick leave.

Position Summary: Full-time, at-will, non-exempt, non-union position. Two part-time positions may be considered depending on the available candidates. Under the supervision of the District Manager, the Bookkeeper/Administrative Assistant maintains district financial records and reporting and carries out other administrative and office functions, and other duties as assigned.

The Primary Responsibilities Of The Bookkeeper/Administrative Assistant Include

• Accounts payable and accounts receivable.
• Payroll and associated liabilities.
• Preparation of grant reimbursement vouchers.
• Bank account reconciliation.
• Monthly and annual financial report preparation.
• Assisting District Manager with budget preparation and tracking.
• Preparation and distribution of Board meeting materials and minutes.
• Employee orientation and records management, including Public Records requests.
• Coordination and supervision of Board of Supervisor elections and appointments
• Coordination of annual meetings and field tours.
  
  

Working Conditions: Duties are performed in an office environment, utilizing standard office equipment and a desktop computer. Being a shared position and need to maintain separate books, the position will work in both district offices requiring travel.

Minimum Qualifications: must demonstrate the ability to perform the job functions listed below. A minimum of an AA degree is required; experience in accounting, business administration or related field is preferred. Experience involving the functions listed below may be substituted for education. Employment is contingent on successfully completing a background check and drug screen.

Essential Job Functions

Financial

• Process payroll and all payroll liabilities.
• Prepare payments for accounts payable, including preparation of checks for Board signatures.
• Assist District Manager with grant invoice voucher preparation and submittal, including assembling voucher backup documentation, reviewing and submitting completed invoices, and QuickBooks entries.
• Processing taxes
• Coordinate bank deposits and transfers.
• Reconcile bank and credit card statements.
• Assist District Manager with expenditure tracking, budget analyses and development.
• Update employee composite rates as necessary.
• Prepare monthly and year-end financial reports.
• Track fuel receipts versus vehicle mileage and maintenance costs to be able to report on available mileage funds
  
  

Administrative

• Assist District Manager with Board meeting agenda and associated materials preparation.
• Distribute Board meeting agendas and associated materials, submit public notices to newspaper and post on District website.
• Take minutes at Board meetings.
• Coordinate Board elections and appointments and complete all required reporting.
• Maintain all necessary insurance and bonding, including completion of annual renewal survey.
• Manage records according to Public Records Act requirements and guidelines, and coordinate with other staff for maintenance of filing system.
• Assist with annual internal audit and periodic state and federal audits.
• Maintain inventory of District property, including office supplies, equipment and vehicles.
• Serve as office receptionist, including attending to or forwarding inquiries, receiving and dispatching mail, answering correspondence, and answering phone.
  
  

Secondary Job Functions

• Assist with preparation and distribution of newsletter and other outreach materials.
• Assist with website updates utilizing appropriate technology and software.
• Assist with processing of cost-share payments.
  
  

4, Assist with development of financial and administrative procedures and policies.

• Other duties as assigned.
  
  

Knowledge, Skills And Preferred Abilities

• Familiarity with special purpose districts or other local government agencies.
• Familiarity with the Washington Conservation Commission Procedure Manual and the State Budgeting, Accounting, and Reporting System manual (BARS).
• Ability to gain understanding of requirements of a myriad of grantor and program invoicing procedures and requirements.
• Thorough understanding of the appropriate use of public funds.
• Computer skills in all applications of Microsoft Office and Intuit QuickBooks.
• Ability to operate a motor vehicle.
• Ability to work closely with others in a public office environment.
• Ability to organize, plan, prioritize, and manage multiple tasks under minimal supervision.
• Ability to maintain accurate records regarding time-keeping and authorized expenses.
• Assist in maintaining appropriate separation of duties in a small office,
• Maintain complete separation of two conservation districts books.
• Possess excellent verbal and written communication skills.
  
  

Training and Performance Evaluation

Performance standards will be developed for evaluation and training purposes. Evaluations will be conducted at the end of the first 6-month period and annually thereafter.

To Apply

Submit cover letter and resume to Cowlitz Conservation District; 2125 8th Avenue; Longview, WA 98632 or email to ccdmgr@ccdandwcd.com by February 21, 2025. For more information contact the District Manager at 360-425-1880x5.

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