Accounting Clerk

Position Summary The Accounting Clerk provides essential administrative and technical support to the Finance Division, ensuring accurate processing of financial transactions and compliance with GAAP, Washington State laws, and District policy. The role includes duties in accounts payable/receivable, recordkeeping, inventory tracking, data entry, and audit support. This position also supports purchasing and public records processing and provides backup front desk coverage. This position is expected to develop procedures, manage assigned workflow, and contribute to the District’s financial accountability and operational efficiency. Supervision This position has no supervisory responsibilities. Responsibilities Process accounts payable and receivable, including invoice review, vendor payments, and purchase order tracking. Maintain accurate general ledger coding and calculate pro‑rata fund splits across divisions. Create and update vendor records (W‑9s, ACH forms, 1099s, address/contact details). Track and update spreadsheets for utilities, bond compliance, and project‑related expenditures. Prepare and enter purchase requisitions with accurate GL coding and vendor information. Support procurement compliance by reviewing bid law, L&I intents/affidavits, and vendor documentation. Communicate with vendors to confirm pricing, purchase details, and contract adherence. Assist with internal control procedures and make recommendations for efficiency improvements. Support financial audits by preparing and organizing required documentation. Assist with financial software tasks: data entry, troubleshooting, and reporting. Prepare and reconcile cash receipts and deposits, ensuring accuracy and proper GL coding. Track accounts receivable activity and payments to maintain current balances. Maintain inventory records for accuracy in item counts and valuation. Reconcile travel advances and reimbursements for training or other approved expenses. Draft correspondence, memoranda, and reports using district templates and correct grammar. Maintain and route logs, policies, manuals, and approval documents. Provide front desk backup, including answering phones and routing calls, greeting the public and issuing receipts, responding to internal/external inquiries, sorting and distributing mail, supporting data entry and database updates. Maintain regular and reliable attendance. Perform other related duties as assigned to support the Finance Division and District operations. Qualifications Education and/or Experience Required: High School Diploma and one (1) year of formal education in Accounting, Business, or a related field; and a minimum of two to three (2‑3) years of Accounts Payable/Accounts Receivable, general ledger, or finance‑related administrative support experience. OR: High School Diploma or equivalent; and four to five (4‑5) years of Accounts Payable/Accounts Receivable, general ledger, or finance‑related administrative support experience. OR: An equivalent combination of education and experience that would likely provide the required knowledge, skills, and abilities. Certificates, Licenses, and Registrations Required: Valid driver’s license in good standing. Knowledge Public sector finance principles and terminology (GAAP, purchasing, record retention). State laws regarding public purchasing, grant compliance, and patient/public records. Financial systems and general ledger coding best practices, Washington payroll and employment law, federal tax codes, and wage‑hour regulations. Principles of public budgeting and financial reconciliation. Professional business writing, editing, and formatting. English usage, grammar, spelling, punctuation, and basic mathematics. Principles and practices of administrative support, including meeting coordination and calendar management. Modern office procedures, methods, and use of standard office equipment. Office software proficiency (e.g., Microsoft Office Suite, scheduling platforms, document management systems). Recordkeeping, filing systems, and documentation procedures. Public sector organization, workflows, and financial terminology. District policies, workflow tools, and project documentation standards. Effective communication techniques and customer service best practices. Familiarity with public safety or workplace safety terminology and procedures. Skills Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn new software programs. Effective written and verbal communication, including professional writing, editing, and document formatting. Strong organizational and time management skills, with the ability to manage multiple tasks and competing deadlines. Scheduling and logistics coordination involving multiple stakeholders. Accurate data entry, recordkeeping, and responsive customer service. High attention to detail in document preparation, proofreading, and meeting deadlines. Project coordination and administrative support across teams and functions. Adaptability in dynamic work environments and responsiveness to shifting priorities. Abilities Maintain professionalism, confidentiality, and discretion in handling sensitive or confidential information. Build and maintain effective working relationships with a diverse range of stakeholders, including coworkers, managers, and the public. Work both independently and collaboratively in a team environment. Prioritize and manage multiple tasks and deadlines in a fast‑paced setting with frequent interruptions. Interpret and apply policies, procedures, and basic financial guidelines accurately. Provide responsive, high‑quality service to internal and external customers. Coordinate logistics for meetings, documentation, and follow‑up activities. Maintain accurate records, data, and documentation with strong attention to detail. Adapt quickly to new systems, technologies, and processes. Exercise sound judgment, reliability, and a high degree of personal responsibility. Demonstrate a cooperative, pleasant, and professional attitude in a public service setting. Maintain regular, reliable attendance and fulfill job responsibilities consistently. Travel to other district sites as needed. Tools & Equipment Used 10‑key calculators Personal computers Fax machine Photocopiers Multi‑line telephone systems Work Environment Work is typically performed in a professional office setting within a fire district administrative or operational facility. The environment may include moderate noise levels, frequent interruptions, and a fast‑paced workload that requires adaptability and focus. Employees in this role regularly interact with a variety of individuals, including internal staff, external partners, and members of the public, and may occasionally be required to travel to other District sites or attend off‑site meetings. The position requires the ability to maintain confidentiality, professionalism, and composure in a service‑oriented and occasionally high‑pressure setting. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel objects, tools, or controls. The position requires frequent use of a computer and telephone, including prolonged periods of keyboarding and viewing a monitor. The employee may occasionally be required to stand, walk, reach with hands and arms, bend, or lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #J-18808-Ljbffr