Fiscal Specialist 1 - Accounts Payable (C) na Shoreline Community College, WA

About the Department

Date of First Consideration: Oct 29, 2025
Applications received by the date of consideration will have priority in the review process, noting the position will remain open until a final hire is made in the event a return for review of late applications is needed.

Salary Range: $45,120 – $60,120 yearly, depending on qualifications and experience

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The Financial Services department is responsible for recording, reporting, and accounting for cash flow transactions. This department’s key roles and responsibilities include accounts payable, accounts receivable, purchasing, financial reporting, and maintenance of financial records and controls. We strive to provide excellent service to all students, staff, and community.
  
Under the general direction of the Fiscal Specialist Supervisor, the Fiscal Specialist 1 - Accounts Payable performs tasks that involve receiving, distributing, transferring, and accounting for funds. This position also serves as a backup to the cashiers’ office and purchasing.

Primary responsibilities include the following:

• Process and pay invoices and other payment documents, including travel; verify calculations, account structures, authorized signatures, tax identification numbers, vendor numbers, sales tax, and supporting documentation; route or return to appropriate parties for signatures, missing or incorrect data, or adequate documentation; prepare remittance advices when necessary. 
• Process and prepare invoices related to recurring (annual) and non-recurring field orders; verify as with invoices and other payment documents (above); reconcile invoices with field orders; compute sales tax as necessary; communicate with staff and vendors as necessary; prepare partial delivery payment forms for annual field orders; maintain digital and/or file copies. 
• Reconcile, balance, and prepare monthly credit card statements for the central bill airline account and travel cards; resolve disputes and address instances of fraudulent activity; ensure adequacy of supporting documentation and maintain files. 
• Process unclaimed property, including serving as contact for, mailing letters, affidavits of lost check, and remittance to Washington State Department of Revenue. 
• Respond to phone calls, voicemails, and emails from vendors and campus personnel; perform research of issues, as necessary.
• Research past-due statements and notify campus personnel when information is required.
• Perform year-end duties such as preparing accruals, ensuring that all expenditures are paid in the correct fiscal year, assisting the Director of Financial Services with year-end tasks, and coordinating accruals with other state agencies.
• Establish files and filing systems; perform research as requested by management; other accounts payable duties required.

Position Duties

Required Education & Experience

• Three (3) years of fiscal record keeping experience OR equivalent education/experience

Knowledge Of: 

• Working knowledge of MS Office applications, especially Excel, Outlook, and Word. Specific skills include the ability to use Excel and/or Word to create and manipulate large or complex spreadsheets/tables, use complex mathematical formulas to calculate data, link worksheets and documents, import data from other sources, and filter lists.
• Basic knowledge of accounting and fiscal record keeping principles, particularly processing vendor payments.
• Knowledge of applicable rules and regulations as they relate to expenditures for goods and services and employee reimbursements; thorough knowledge of policies and procedures in the Office of Financial Management’s (OFM) State Administrative and Accounting Manual (SAAM) and the ability to apply knowledge to tasks.
• Familiarity all procedures in the State Board for Community & Technical Colleges System (SBCTC) Fiscal Affairs Manual and the ability to apply knowledge to tasks.
• Knowledge of College policies and procedures as they relate to procurement, expenditures, and reimbursements.
• Technical proficiency using relevant administrative computing systems and processes, including ctctLink (PeopleSoft), FMS Query, and Data Express.
• Basic knowledge of applicable accounting transactions codes.

Skill In:

• Fostering a climate of equity and belonging through multicultural awareness and responsiveness
• Time management, organization, and ability to meet competing deadlines/priorities
• Entering and/or retrieving data accurately in computerized record keeping systems
• Handling difficult and sensitive situations, using sound independent judgment within college and legal guidelines 
• Writing/editing/proofreading clear and concise materials resulting in effective oral and written communication with individuals inside and/or outside of the College
• Establishing/maintaining effective working relationships at all organizational levels
• Ability to work with students, staff, and members of the public in a friendly, courteous and helpful manner
• Effective communication skills, both verbal and written
• Excellent attention to detail

Minimum Qualifications

Physical Work Environment: 
The College is currently providing services in a mixed modality of operations (both online and in-person services are offered). This position will perform work in a standard office setting, use standard office equipment and physically attend meetings both on and off campus. Please note, there may be limited opportunities for online work depending on program or area needs. If authorized for online work, employees will need to provide their own workspace and internet access, noting the College will provide technical equipment and support for online work needs.

• Ability to read printed materials and a computer screen.
• Ability to communicate in English both in person and through other appropriate means.
• Ability to lift up to 20 lbs. of filing boxes on a regular basis.

Terms Of Employment/Salary: 
This position is allocated to pay range 40, under the Washington State Office of Financial Management higher education salary schedule. Salary placement for new employees is determined by the College. This position works 40 hours per week, with a schedule dependent upon department needs. Hiring of this position is contingent on available funding as determined by the College President. 

Other Qualifications

To be considered for this position, please submit the following: 

• NEOGOV online profile, application, and supplemental question(s)
• Cover letter describing relevant knowledge, skills, and characteristics that align with the needs of the position 
• Current resume
• *Official transcript required upon hire*

Please Note:

• Once application materials have been submitted, you may not modify the application
• If you are chosen to move forward in this recruitment, you will be notified via email to the address listed in your application (make sure to check spam/junk folders)

You can’t check off every listed knowledge, skill, and ability? Please apply anyway! Studies have shown that some applicants are less likely to apply to jobs unless they meet every single qualification – even if they might be a great fit for the role!

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