ACCOUNTING TECHNICIAN (Fiscal Services/Accounts Payable)

HOCKINSON SCHOOL DISTRICT; Battle Ground (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

HOCKINSON SCHOOL DISTRICT in Battle Ground, WA seeks an accounting professional to manage accounts payable, vendor communications, and maintain district financial records and reports.

You will process invoices, reconcile statements, prepare state and federal reports, support audits, and assist with treasury functions using Skyward/Qmlativ and Microsoft tools.

The role requires 2+ years AP experience, knowledge of public works statutes, and strong attention to detail in a busy K-12 environment.

Qualifications

• Associate degree in Accounting, Finance, or Business Administration with 2+ years of AP experience.
• Knowledge of state public works statutes and L&I filing systems.
• Ability to pass a state and federal background check.
• Experience with Skyward/Qmlativ or similar accounting software.
• Strong arithmetic and 10-key accuracy; detail oriented.
• Excellent reading, writing, and editing skills.
• Regular and reliable attendance; ability to work outside normal hours.

Responsibilities

• Process district payments and monitor invoices and related documents.
• Reconcile vendor statements and contract payments to maintain accurate balances.
• Prepare state and federal reports and assist with audits.
• Maintain organized financial records and support School Board reporting.
• Assist Director of Business Services with treasury functions and software reconciliations.

Skills

Accounts payable experience

Public works statutes knowledge

Communications skills

Time management

Problem solving

Interpersonal skills

Education

High School Diploma

Associate degree in Accounting, Finance, or Business Administration

Tools

Skyward/Qmlativ

Excel

Google Workspace

Job description

ESSENTIAL FUNCTIONS

ACCOUNTING

• Monitors account balances and related financial activity (e.g. open purchase orders, grants, encumbrances, etc.) for the purpose of ensuring that allocation are accurate, expenses are within contract limits, and/or fiscal practices are followed
• Performs all necessary financial activities for the agency as assigned (e.g. documenting district payments, monitoring outstanding invoices, etc.)
• Processes and analyzes a variety of fiscal information (e.g. purchase orders, requisitions, reimbursements, grant payables, etc.) for the purpose of updating information and/or verifying/initiating final action in compliance with accounting procedures and agency policies
• Reconciles account balances for the purpose of maintaining accurate records and complying with fiscal policy and practice
• Monitor Clark County warrant reports for the purpose of maintaining accurate balances and complying with district accounting practices
• Prepares and maintains accounts receivable records to include billings, adjustments, and receipts
• Assist Director of Business Services with all district treasury functions for the purpose of ensuring accurate and up-to-date financial records, including reconciliation of third-party software transactions (Brightwheel, InTouch, Go Fan and Square)
• Support Director of Business Services in the reconciliation of the F197 financial report
• Assist with internal audits as directed by the Director of Business Services for the purpose of providing information
• Assist with the preparation of School Board reports as directed by the Director of Business Services

ACCOUNTS PAYABLE

• Acts as liaison to district personnel (e.g. building/department secretaries, operations, purchasing, etc.) and/or vendors regarding required documentation and/or procedures for the purpose of conveying information necessary to complete transactions and ensure that proper accounting procedures are followed
• Compile, analyze, and maintain a variety of fiscal information, files and records (e.g. pending/paid invoices, warrants, documentation, reimbursements, reports, vendor lists/files, receipts, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance following state and district policy, procedure and guidelines
• Review and process a variety of fiscal information (e.g. incoming invoices, purchase orders/requisitions) for the purpose of updating information and/or authorizing payment of district expenditures in compliance with accounting requirements
• Reconcile vendor statements, and contract payments, for the purpose of maintaining accurate balances and complying with district accounting standards
• Monitor the usage of district credit cards to ensure adequate funds are available and work with personnel and bank to resolve errors and discrepancies: maintains all related files for the purpose of accurate billing
• Research discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the purpose of conveying information necessary to complete transactions and ensure that proper accounting procedures are followed
• Prepare state and federal reports for the purpose of documenting activities, providing written reference and/or conveying information (e.g. cyclical and special reports, rosters, excise tax, memos, letters, 1099s)
• Provide support as needed to school principals, district departments, administrative assistants, and secretaries concerning related accounts, budget, transactions, records, reports, data, practices, policies and procedures for the purpose of ensuring accuracy to adhere to procedures prior to processing
• Assist in developing, enhancing, implementing accounting procedures (e.g. contract verification, retainage tracking, prevailing wage, etc.) for the purpose of ensuring best practices
• Review and verify approved Statements of Intent to Pay Prevailing Wages and Affidavits of Wages Paid via the Dept of L&I portal prior to releasing contract payments or final retainage
• Inspect contractor and subcontractor certified payroll reports to ensure worker classifications, hourly rates, and fringe benefits match state/federal prevailing wage determinations
• Verify contractor registration, active Unified Business Identifier (UBI), L&I industrial insurance compliance, and verify non-debarment status before processing public works project invoices
• Monitor project retainage accounts and process release of funds in compliance with statutory public works holdback requirements and L&I/Department of Revenue clearances
• Perform three-way matching (purchase order, receiving documents, and vendor invoice) to ensure billing accuracy, contract rate compliance, and appropriate general ledger account coding
• Prepare, balance, and process bi-monthly accounts payable warrant runs (for each fund), electronic funds transfers, and credit card reconciliations
• Review all invoices for applicable state and local sales tax, calculating and accruing municipal/state use tax when purchasing untaxed out-of-state goods or services
• Collect and maintain W-9 forms, set up new vendor profiles, and process annual 1099s and report to government
• Compile detailed expenditure reports and voucher packages for School Board Review and approval prior to check issuance
• Maintain organized digital and physical financial records in accordance with state public records retention schedules; provide documentation for annual State Auditor’s Office (SAO) audits
• Assist with the enforcement of district purchasing policies, competitive bidding thresholds, and internal authorization limits to prevent fraudulent or improper payments

GENERAL

• Provides specific, general and confidential support for the Director of Business Services through various tasks for the purpose of ensuring that the department runs in an efficient manner
• Completes assigned activities and/or projects for the purpose of ensuring department and program activities comply with established financial, legal, state, federal, and/or administrative requirements
• Maintains a wide variety of fiscal information, files, and records (manual and computerized) for the purpose of documenting activities, providing information, and an up-to-date reference and audit trail (e.g. purchase orders, receipts, bank statements, journal entries, etc.)
• Researches discrepancies of financial information and/or documentation for the purpose of ensuring accuracy and complying with mandated requirements
• Prepares a variety of written materials (e.g. reconciliations, reports, procedures, transmittals, rosters, etc.) for the purpose of documenting and analyzing activities, providing written references, conveying information, and/or complying with mandated requirements.
• Respond to inquiries (verbal and written) from a variety of sources (e.g. vendors, employees, patrons, auditors, other administrative staff, etc.) for the purpose of resolving problems, providing information and /or referring to appropriate personnel
• Participates in meetings, workshops, and seminars for the purpose of conveying and/or gathering information required to perform functions
• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment
• Maintains a positive working relationship with employees, students, and public, with courtesy & efficiency.
• Ability to work well independently with minimal supervision
• Takes notes and produces various documents, including correspondence, agenda items, memoranda, meeting minutes, etc. Obtains and organizes information for Director of Business Services. Schedules trainings and meeting.

QUALIFICATIONS

• High School Diploma
• Associate degree in Accounting, Finance, or Business Administration (or equivalent experience) with 2+ years of AP experience, preferably in a K-12 school district, municipality, or public agency
• Strong working knowledge of state public works statutes, prevailing wage laws (e.g., RCW 39.12 in WA), and state Department of Labor & Industries (L&I) filing systems.
• Ability to pass a state and federal background check
• Minimum of three years’ experience, including two years in an educational setting preferred, which demonstrates ability to excel in a high demand, time sensitive environment, with outstanding interpersonal skills and the ability to manage situations
• Experience working Skyward/Qmlativ or other accounting software
• Effective listening and eliciting information skills
• Effective in problem solving and conflict resolution
• Intuitive and able to see connections between transactions – see the big picture
• Ability to troubleshoot problems
• Effective thinking skills and ability to take initiative to improve systems and structures
• Skill and accuracy in arithmetic and mathematical calculations
• Skill and accuracy in 10-key operation
• Ability organize and prioritize work
• Demonstrated knowledge and skills using a computer and utilizing Microsoft/Google products and database software (i.e. Word, Excel, Skyward, Google, etc.)
• Demonstrated ability working collaboratively in a dynamic work environment
• Ability to establish priorities in a dynamic and high stress environment with frequent interruptions
• Demonstrated ability to establish and maintain effective working relationships with those contacted in the course of work
• Demonstrated ability to communicate in a professional manner both orally and in writing with students, parents, staff and the public
• Must possess excellent reading, writing, and editing skills
• Regular and reliable attendance is mandatory
• Ability to work outside normal hours as needed