Accounts Payable Coordinator

A/P Deputy Auditor

Under the direction of the Chief Deputy Auditor and Accounting Manager, the employee in this position is the principal A/P Deputy Auditor in all aspects of accounts payable. Uses considerable discretion in the methods and application of generally accepted accounting principles and Washington State Budgeting, Accounting and Reporting System (BARS) requirements as well as interpretation and enforcement of all Island County financial & budgetary policies including compliance with the Island County Personnel Policies and Procedures Manual as it relates to Expenses (Section XI) and other applicable sections. This is an on-site position located in Coupeville, working five days a week. Pay within range is dependent upon experience and qualifications.

Job Duties

• Ensures that all Island County department personnel responsible for department level auditing comply with auditing procedures as prescribed by the Island County Auditor and to account for proper authorization to expend public money from all county funds.
• Audit all A/P vouchers, Personnel Expense Vouchers, invoices, contracts, and receipts for vendor payments and employee reimbursements. Ensure that vouchers are recorded to the appropriate general ledger keys and BARS expense account codes.
• Ensure applicable invoices are properly coded with sales and use tax in accordance with established guidelines by the Department of Revenue.
• Ensure all credit card A/P batches are received timely in accordance with the A/P calendar. Review batches for accuracy and completeness.
• Prepares weekly Expenditure Approval reports to the Board of County Commissioners for their review and approval of all A/P and payroll related payments.
• Accurately prepare and distribute weekly A/P batch runs in accordance with established procedures and guidelines.
• Review and initiate timely bank transfer for A/P payments that require electronic payments.
• Issue warrants on behalf of special purpose districts as required by statute. Validate warrant requests and ensure all requests are properly documented and authorized by the district's governing body.
• Maintain and update county wide vendor database. Request and maintain W-9 information for vendors. Create and update vendor IDs in the vendor database adhering to internal policies and procedures.
• Review and prepare 1099s at year-end. Ensure compliance with the Internal Revenue Service and internal policies.
• Ensure all A/P records are in compliance with the schedules set forth by the Washington Secretary of State.
• Acts as a resource to County departments by responding to inquiries in a professional and timely manner. Establish and maintain effective working relationships with all levels of government.
• Maintain accounting division office supply inventory, receiving and sorting supply orders, including lifting and loading of supplies.
• Responsible for accepting and documenting bids on behalf of the County for Request for Proposals.
• Perform other tasks as directed within the accounting division and elsewhere as directed by the Auditor when needed.

Knowledge, Skills & Abilities

• Ability to discern the difference between major and minor financial violations of Island County Code, BARS regulations or as prescribed by law, and to communicate the proper corrective actions.
• Effectively communicate with others at a senior level of responsibility, both in writing and orally, for purposes of gathering and relating information consistent with the job requirements.
• Understand the need for maintaining confidentiality of sensitive information and comply with HIPAA requirements relating to AP work.
• Independent and self-motivated to complete required deadlines while simultaneously completing other tasks.
• Familiarity with the Washington State Budget Accounting and Reporting System (BARS). Must also have some demonstrated ability to comply with accounting requirements of State, Federal or other agencies.
• Possess a high level of knowledge and experience with office equipment and technology used in the performance of accounting and staff support functions.
• Maintain a high standard for accuracy, completeness and efficiency in the preparation of reports, audit papers and legally required audit detail.
• Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner.

Education, Experience & Certifications

• Minimum of two years college level education in accounting and/or business administration or experience equivalent.
• A minimum of 2 years prior experience in auditing and maintaining lawfully required records used in accounting compliance is required.
• Prior experience in preparing accounts payable functions and related reports and schedules is required.
• Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement.
• High level of computer proficiency in MS programs with emphasis on Excel and WORD, accounting and spreadsheet applications; prior experience with accounting software programs is desired.
• Ability to be covered by a special personal bond.

Island County is an Equal Opportunity Employer.

Benefits

Island County offers a wide range of employee benefits designed to meet the diverse needs of our workforce. Eligible positions receive the following benefits and have access to the following programs: Medical: Island County pays 100% of the premiums for most eligible employees and dependents. In addition, the County provides an annual Health Reimbursement Arrangement (HRA) or Health Savings Account (HSA) contribution (determined by Medical plan selected). Dental: Island County pays 100% of the premiums for eligible employees and family members for basic dental coverage (buy-up options are available). Life and Disability Insurance: Employees are provided basic coverage of $24,000 and given the opportunity to purchase additional insurance for both the employee and eligible dependents. Retirement: Island County employees participate in a pension plan through the Washington State Department of Retirement Systems (additional 457(b) deferred-compensation plans are also available). Life Flight: Island County pays 100% of the premium for emergency air transport coverage. 11 paid holidays each year Generous paid time off and Washington-required sick leave Flexible Spending Account (optional) Wellness programs Employee assistance program Pet Insurance (optional - employee paid) Additional benefits are available to be elected (employee-paid). Student debt? Working for Island County can provide relief! Island County is a qualifying employer for the Public Service Forgiveness Program (PSLF) for full time employees. See for more details. This is a general description of the benefits offered to eligible Island County employees, and every effort has been made to ensure accuracy. If any information on this document conflicts with the provisions of a Collective Bargaining Agreement (CBA), the CBA prevails.