Program Specialist

Note : Current Employees must use the Workday Dashboard career section to apply for this position.

Prior to applying , you must log in as an EMPLOYEE and go to your Job Profile to your Career site and add at least one "Job History", and one "Work Experience". If you do not complete this step (prior to applying), you will get an Error on your application and you will not be able to submit your application.

PLEASE NOTE : if you add "Education" to your application, the system requires you to attach a document proving you have that education. HR understands that this is may or may not be a requirement for the specific job posting. As a workaround, please attach your resume in this section : OR do not list your education on the application, and the error will not appear.

The mission of Yakima County Government is to provide accessible, responsive and responsible public service through leadership and teamwork committed to understanding and meeting public needs.

Position Data :

Program Specialist-J23-U00-H

Regular

Non-Exempt (eligible for overtime)

Overview :

Pay Range : $22.58 - $28.63 per hour (Non-Bargaining Pay Plan, B22 Step 1-13)

Hiring Range : $22.58 - $23.96 per hour (Non-Bargaining Pay Plan, B22 Step 1-4 DOQ)

Job Closing Date : March 5, 2025

There is one Program Specialist opening with the Yakima County District Court Probation Department. This position is responsible for performing specialized accounting support activities involving accounts payable, accounts receivable, grant reporting and requests for reimbursement, expense vouchers, payroll, purchasing, receiving, reviewing, and monitoring a variety of documents, payments, grant and contract applications. Responsible for creating a document management system protocol / procedure that will satisfy requirements for all court levels that is in compliance with State and local guidelines.

Benefits included in position :

• Health Care Benefits (Medical, Dental, Vision, Basic Life and Basic LTD)
• Retirement Benefits
• Paid Vacation
• Paid Holidays
• Paid Sick Leave

Note : This is a Non-Bargaining position.

This recruitment may be used to fill future vacancies that occur within 90 days of the closing of this position. (This excludes Yakima County Sheriff's Office and Department of Corrections)

Responsibilities : Essential Duties :

Creates and coordinates the centralized financial and contract records management function. Plans, develops, drafts and implements operational procedures regarding financial record retention and document management / scanning. and makes recommendations to the management team. Identifies problems or potential problems and researches solutions. Troubleshoots / problem solves issues of storage, workflow and procedure to determine efficiency and compliance with State and Federal requirements. Tracks any pending legislative actions specific to financial records retention and imaging of financial documents. Alerts management team of anything requiring procedural change and offers solutions based on global understanding of department and most efficient workflow. Monitors and maintains court contracts

As the training development specialist, trains new employees and contracted YCCS employees. Helps update policies and procedures conforming to periodic updates. Ensures quality assurance. Trains and advises staff on accounting practices to employ. Notifies issues for supervisor's review. Attends necessary trainings and travel to other work locations.

Compiles and prepares monthly payroll; reconciles leave balances; prepares and disseminates monthly leave balance reports for review by supervisors. Responds to questions from staff regarding payroll, leave balances, timesheets, and leave documentation. Receives and receipts payments, monitors court financial accounts and determines eligibility for collection action according to established procedures. Processes collection-eligible accounts. Reviews billings for accuracy, assigns appropriate program codes according to the Auditor's Dept., contracts, grants and / or budgetary guidelines, processes accounts payable and receivable, processes changes or corrections as necessary. Verifies receipt of all professional services documentation on billings, verifies that billings comply with memorandums of agreement and state / federal guidelines for contracted services, applies or verifies job costs codes to complex invoices or those which require interdepartmental communication to resolve issues and initiates corrections. Manages the daily deposits.

Provides petty cash to the cashiers, maintains daily petty cash logs, receives, and verifies cash and checks from cashiers against their batch reports. Problem solves and seeks solutions when registers do not balance. Makes daily cash and check deposits to the Treasurer's Office. Prepares detailed financial and accounting reports. Processes and approves online credit card payments. Reconciles the end of the month deposits and bank accounts Monitors monthly statistical reports to ensure compliance with state, county and / or grant requirements; prepares state A-19 and federal reports; compares statistical information submitted to ensure accurate reporting; monitors budget and grant balances on a monthly basis to prevent overspending; provides statistical reports for budget preparation and grant application processes.

Researches vendor sources for supplies and equipment using countywide and departmental policies and procedures; prepares purchase orders and requisitions; assigns appropriate funding codes and verifies funding is available; monitors expenditures and replacement budgets and regularly notifies managers of budget balances; makes travel arrangements; prepares expense vouchers. Reviews account receivables on all closed cases for accuracy. Identifies whether there is an outstanding accounts receivables balance and processes adjustments necessary to remove or add fees accordingly. Creates accounts receivables on closed cases with an outstanding balance not already in system. Creates invoices for non-sufficient fund & Urine Analysis fees. Processes all balance inquiries received from Probation Officers and / or defendants. Meets with defendants to discuss and set payment arrangements on closed accounts. Prepares accounts for the collection process and enters information onto tracking spreadsheet. Responsible for maintaining the tracking spreadsheet. Responsible for sending the necessary documentation to the collection agency. Authorizes changes to collection status with collection agency. Processes all Write-Offs and Refund request. Generates the necessary documentation and submits request for approval. Responsible for maintaining the refund tracking spreadsheet and verifying all request have been processed

Other Duties as Assigned.

Education and Experience :

High School Diploma or GED AND four (4) years of legal, court or accounting / financial experience; OR an equivalent combination of education and experience which provides knowledge, skills and abilities sufficient to successfully perform the essential duties of the job.

Required :

Valid WA State Driver's license and proof of insurance, if requested.

Working knowledge of MS WORD and EXCEL.

Successful completion of a criminal and financial background investigation and general employment verification.

Preferred :

Associate's Degree in accounting, finance, business administration or closely related field

Working knowledge of desktop publishing tools

Experience with JIS

Extensive working knowledge of Excel, with the ability to create formulas.

Equipment Used : Computer, telephone, fax, copier, court recording equipment, calculator or 10-key, printers, scanning equipment, passenger vehicle.

Working Conditions : This position is rated as Sedentary Work, exerting up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Environment : travel, multiple work locations, and may be required to work at alternate work locations as needed.

Physical Demands : bending, carrying, handling, lifting, pulling, pushing, reaching, sitting, standing, walking, fingering, crouching, kneeling, hearing, talking and visual acuity.

Intellectual Demands : Ability to multitask, confidentiality, ability to work under pressure, ability to articulate and communicate information in conversations, ability to follow written instruction, and ability to follow verbal instruction.

Knowledge :

Basic accounting theories and principles

General knowledge of financial specialty assignment area

Basic mathematics

Customer service techniques

Office practices

Phone etiquette

• Practices and principles of project coordination;
• Office practices and procedures applicable to a court system;
• Terminology, laws, rules and regulations related to the Washington State Court system;
• Operational methods within a court system;

Caseload and file management techniques

Local Court Rules and Washington State JIS applications

Skills and abilities :

• Using general business office equipment, a personal computer and related software applications including MS WORD and EXCEL;

Reviewing and verifying accounting information

Attention to detail and accuracy

Perform a variety of calculations for payroll, taxes, invoices and other financial activity

Writing business correspondence, drafting documents, and recording minutes

Organization, prioritization, and time management

Communication of complex and / or sensitive information to a diverse population

Use of office equipment, computer equipment, and software

Making responsible decisions in accordance with office policies and procedures

Establishing effective working relationships with co-workers, other agencies, and the general public

Communicating and expressing ideas effectively, orally and in writing

• Gathering information, analyzing data and formulating sound conclusions;
• Preparing complex reports, documents, and notices;
• Paying attention to detail and accuracy;
• Resolving complaints and calming individuals;
• Complying with laws, rules and regulations;
• Developing and implementing procedures for case flow management;

Organizing data and events

AN EQUAL OPPORTUNITY EMPLOYER"

Minorities, Females, Protected Veterans and the Disabled are encouraged to apply.

Yakima County ensures equal employment opportunities regardless of a person's age, color, creed, sensory, mental or physical disability, genetic information, marital status, national origin, political belief, race, religion, sex, sexual orientation, and military status, or any other protected status under federal or state statute.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish the information.

Disabled applicants may request accommodation to participate in the job application and / or selection process for employment. Please contact Human Resources for further information.

Yakima County is a qualified Public Service entity for the Public Service Loan Forgiveness Program. For more information, go to or contact your federal loan servicer.

In compliance with the Immigration Reform and Control Act of 1986, Yakima County will hire only United States citizens and aliens lawfully authorized to work in the United States.

Yakima County is an E-Verify Employer.

Salary : $23 - $24