Financial Clerk II, III or IV - INTERNAL CANDIDATES ONLY through 9/2/2025 bei San Juan County (WA)

About the Department

BASIC FUNCTIONS: In conjunction with the Business Manager, Deputy Director, Director, and other financial staff, assist with the administration of the department’s financial programs and procedures, including processing payroll, accounts receivable and accounts payable, tracking fixed assets and monitoring grants and contracts. The position performs a variety of complex and technical duties and works closely with the Director, Deputy Director, Business Manager, Program Managers, vendors, and contractors, and staff in the Auditor and Treasurer Departments. The position requires considerable accuracy, independent judgment, discretion, and the ability to meet strict deadlines. Work is performed independently under the supervision of the Business Manager.

Position Duties

Financial Clerk II performs the following duties:

1. Provide departmental assistance (i.e. meet and greet public, answer phones, take messages, ascertain customer need and assist or direct to proper staff; use client services software application to make appointments; pick up and distribute mail).
2. Post invoices and vouchers, checking for duplication of payment, proper backup, correct dollar amount, legitimacy and legality of expenditures, and use of correct Washington State BARS coding requirements.  Use EDEN software and databases for posting invoices and tracking contract expenses.
3. Receipt revenue transactions for the Department (cash, check and electronic funds transfers) using TYLER Cashiering software. Reconcile the cashier drawer and make daily deposits to the bank.  
4. Establish and maintain record keeping systems and reports for vendors, contractors, and consultants. Ensure documentation is valid and complete; work closely with vendors to update W-9, insurance records, background checks, business associate agreements, and independent contractor checklist. 
5. Responsible for the initial recording of all fixed assets purchased and or transferred to the department; assist with fixed asset audits in accordance with State Auditor's policies and procedures; responsible for monitoring and reconciling inventory and when discrepancies arise, work with asset users to reconcile differences; organize, conduct, and reconcile annual inventory and transmit results to County Auditor as requested.
6. Assist in maintaining the department grant and contract tracking program. Assist with preparation of reports to State and Federal funding agencies, and interlocal contracts.
7. Assist with record archiving of departmental financial documents per the Washington State Archives record retention schedule.
8. Assist with travel arrangements for departmental employees, request travel advances, and process expense claims.
9. Place and coordinate orders for supplies.
10. Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52.
11. Perform other related duties as assigned.
    
    

Financial Clerk III performs all of the above duties as well as:

1. Prepare weekly, monthly, quarterly and annual financial reports; prepare and maintain various spreadsheets with financial data for Department Managers (i.e. budget actuals, project spend down, etc).  
2. Assists with preparation of monthly Accounts Receivables invoicing. 
3. Assists with payroll processing for Department and contractors.
4. Assist with record archiving of departmental financial documents per the Washington State Archives record retention schedule.
   
   

Financial Clerk IV performs all of the above duties as well as:

1. Responsible for managing Department contracts and agreements including assisting staff with contract templates, entering DocuSign, routing and ensuring final agreements are routed to County Manager’s office.
2. Administers the department grant/project tracking program and prepares reports for program managers.  Project tracking to be updated monthly with expenditures/revenues to monitor all project status.  
3. Assists Director in preparation of annual budgets for all department funds and programs.
4. Provides back-up to Chief Deputy Registrar and Data Steward to the County Vital Records Unit, records for county birth, deaths, re-registration or corrections of certain records, certification of copies and transmittal of records to State Vital Records Unit.  Consults with the County Coroner, funeral homes, and the sheriff’s department about death certificates. Represents San Juan County at monthly regional vital records meetings and semi-annual statewide vital records meetings.   Represents the Health & Community Services Department at other county and regional meetings. Coordinates burial transfer permits.  Communicates daily with the public regarding vital statistics. Communicates state requirements regarding disposition of remains to families in sensitive situations. Consults with Cemetery Board and provides citizens with proper procedural guidelines for movement of remains. Issues transit permits for remains. 

Minimum Qualifications

Financial Clerk II and III:

- A combination of education and related experience sufficient to provide the requisite knowledge, skills and abilities.
- Associates of Arts or Science degree or two years vocational training which includes coursework in accounting, public administration, payroll administration, accounts payable functions, accounts receivable and collection functions and two years of progressively responsible computerized finance system experience in a multiple fund environment; OR any equivalent combination of education, training and experience which provides the knowledge, skills and abilities to perform the essential functions of the job.

Financial Clerk IV:

- A combination of education and related experience sufficient to provide the requisite knowledge, skills and abilities.
- Bachelor’s degree in Accounting, Finance, Business or related field, and three to five years progressively responsible experience in administration, accounting or general office work.  Requires a current Washington State Driver license.  Alternately, an equivalent combination of training experience, education, and professional certification that demonstrates the ability to perform the essential functions of the job.  Previous public sector experience preferred.  

Other Qualifications

KNOWLEDGE, SKILLS AND ABILITIES:   

• Ability to communicate effectively in both oral and written format.
• Ability to work independently, with good judgment and a minimum of supervision.
• Ability to plan, organize, prioritize and coordinate work assignments and/or projects, meeting required deadlines.
• Ability to formulate solutions to problems in a timely manner.
• Must be proficient in using fax machines, scanners, printers, postage machines, etc.
• Ability to establish and maintain effective working relationships with coworkers, community agencies, and the general public using courtesy, tact, and good judgment 
• Demonstrated ability to maintain a high level of confidentiality.
• Demonstrated strong ability to work with computers, computer software and financial programs including Microsoft Office applications - Outlook and Calendar, Skype for business, Excel, Word, Access, Sharepoint, Web-based databases.   Experience using medical payment systems like Provider One, Nightingale Notes, and the ability to learn and use new financial software applications and technology is desired.

PHYSICAL AND MENTAL REQUIREMENTS

• Work requires continuous sitting and operation of a computer including keyboard and mouse operation
• Frequent standing and walking
• Involves talking and hearing in person and on the phone 
• Vision abilities required by this job include close vision and the ability to differentiate colors and read computer monitor.
• Deals with customer stress and deadlines, which may require overtime, flexibility of time
• This position requires attention to detail and communication skills

WORKING CONDITIONS: Works primarily in an office environment although some travel to other locations may be required by boat or by air, including for field operations, which may involve inclement weather conditions.

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