Position Title:

Payroll & Accounting Specialist

Job Code:

Job Code: PAYSPC

Pay Range:

$6,497.00 - $7,935.00

Job Description:

PAYROLL & ACCOUNTING SPECIALIST

Pay Grade 105

FLSA Exempt

Non-Represented

Summary

Performs a variety of professional level technical payroll preparation and accounting activities involved in the recording and reporting of the transit system’s financial transactions to include accounts payable, accounts receivable, cash receipts, general journal entries, and account reconciliation and analysis. The position provides confidential administrative payroll support.

Scope of Responsibility

The incumbent will perform recurring processes with occasional variations from the norm involving a high degree of complexity and will be responsible to operate within established procedures. Contacts contain some discussion about confidential/sensitive matters necessitating discretion at all times.

Work is performed under moderate supervision from the Manager of Accounting and considerable judgment is expected to be exercised in the execution of duties. Errors in account coding could result in inaccurate reporting of C-TRAN’s financial condition.

Essential Functions

The following summarizes the essential or key responsibilities/attributes of the position the incumbent will be required to perform with or without reasonable accommodation:

• Collects and audits individual payroll time sheets to be used as source documents for data input to payroll.
• Verifies vacation, sick leave, and holiday hours used and accrued. Ensures that required documentation has been received and approved.
• Applies Union Contract terms as they pertain to payroll issues.
• Sets up and monitors garnishments.
• Assists with confidential payroll correspondence, which frequently contains confidential/sensitive information necessitating discretion at all times.
• Coordinates the payroll process including inputting payroll information into the computer, proofing of and processing payroll, and preparing checks for distribution.
• Assists employees with payroll questions to include researching historical payroll transactions as needed.
• Prepares monthly, quarterly, and year-end payroll reports such as workers’ compensation, unemployment insurance, FICA, retirement system, credit union, union, deferred compensation, and W-2 statements, etc.
• Reconciles monthly payroll related general ledger accounts.
• Maintains all payroll related records and monthly payroll checklist.
• Processes accounts payable as it relates to payroll processing each month. Invoice for employee time and benefits accrued while conducting union business.
• Prepares recurring monthly journal entries and other journal entries as needed.

Other Functions

• Perform transaction and account analysis to ensure correct account balances and prepare well-documented journal entries.
• Coordinate processing of accounts payable (including purchase cards), accounts receivable, cash, etc. in a timely manner. Assist with preparation of documents, data entry, and problem research and reconciliation as required. Provides support to other Finance Staff as needed.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of

• Policies, procedures, and regulations of various financial record keeping systems.
• General accepted accounting principles and the significance of account codes and classifications, accounts payable, and accounts receivable functions required.
• Government accounting methods, principles, and practices.
• Modern organizational office methods, practices, and procedures.
• Payroll functions preferred.

Skill in

• Proficiency in 10-key, Microsoft Word, and Excel is highly desirable.
• Research, compile, and analyze data and form sound conclusions.
• Processing accounts receivable and/or accounts payable.
• Advanced in Microsoft Office Suite and computerized financial applications required.
• Advanced mathematical skills, with the ability to make accurate calculations rapidly.
• Strong in problem solving and critical thinking. Excellent verbal and written communication skills required in order to explain complex information in a clear, concise manner.

Ability to

• Work effectively with all levels of staff and vendors with varying levels of expertise.
• Exhibit tact and diplomacy to achieve desired results.
• Maintain confidentiality.
• Set up and maintain an accurate filing system.

Education and Experience

Bachelor’s Degree with related course work and emphasis in business administration, finance, or accounting.

Requires at least three (3) years progressively responsible experience or experience sufficient to demonstrate complete competency and knowledge of the principles and practices of accounting.

Any equivalent combination of education, experience, and training that proves the required knowledge, skills, and abilities.

Working Conditions

Responsibilities of this position may result in frequent, abrupt, and unexpected changes in work assignments, goals, deadlines, and length and irregularity of work hours to complete assignments before or after the normal workday.

Additional Requirements

• Regular, dependable attendance required.
• A valid driver’s license from state of residence and a good driving record are preferred.
• Must be able to comply with C-TRAN’s nonsmoking policy and work in a nonsmoking work environment.
• Must maintain a physical condition, which, either with or without accommodation, allows completion of all essential duties.
• Must promote and model safety within the department and agencywide through reporting and addressing safety issues, supporting safety campaigns, maintaining a safe work area, assisting in safety training documentation, and certification record keeping.

Immigration Reform and Control Act of 1986.

If selected for the position, documentation that you are a United States citizen, or an alien lawfully authorized to work in the United States will be required to establish your identity and work authorization in accordance with the employer’s obligation under the Immigration Reform and Control Act of 1986.

Criminal Background Investigation.

If selected for this position, employment will be conditional, pending completion of a criminal background investigation.

Public Disclosure Policy No. 510

All employees are required to retain public records, in accordance with C-TRAN’s Public Disclosure Policy No. 510. A public record is defined in RCW 42.56.010(3) as any writing that is prepared, owned, used, or retained by any state or local government agency, and which contains information that relates to the conduct of government, or the performance of any governmental or proprietary function. The term “writing” is broadly defined in the Public Records Act, to include not only traditional written records, but also photos, maps, videos, voicemails, webpage and social media content, emails, text messages and tweets (RCW 42.56.010(4)).

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The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive list of work requirements. Individuals may perform other assigned duties, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

Our EEO Policy

CTRAN is an equal opportunity employer (Minorities/Females/Disabled/Veterans). We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.