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Industries Specialist 1 - Accounting Services

  • ... State of Washington Dept of Corrections
  • ... Tumwater, Washington, United States
  • ...

    Full-time

  • ... Salary: 5479 per year
  • Posted on: Apr 24, 2024       Expires on: Jun 08, 2024

Industries Specialist 1 - Accounting Services   

JOB TITLE:

Industries Specialist 1 - Accounting Services

JOB TYPE:

Full-time

JOB LOCATION:

Tumwater Washington United States

REMOTE:

Yes

JOB DESCRIPTION:

Full job description

Description

Industries Specialist 1 - Accounting Services
Correctional Industries Headquarters
Tumwater, WA

Correctional Industries (CI) within the Department of Corrections (DOC), is seeking a highly motivated and qualified individual to fill the role as an Industries Specialist 1 within Accounting Services. This position is located at Correctional Industries Headquarters located in Tumwater, WA. This position typically works from 7:30 a.m. to 4:00 p.m. Monday through Friday.

If you are interested in applying and would like to be considered, please apply directly at careers.wa.gov AND attach the following items to your application:
  • A current resume (indicating your related experience).
  • A letter of interest (preferably no more than two pages) describing how you meet the qualifications and why you are an ideal candidate for this position.
  • Three (3) professional references.

We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified and documentation may be required.


AGENCY PROFILE:

Our mission at the Department of Corrections is to 'improve public safety'. With a vast number of innovative sustainability programs, and evidence-based practices used to reduce recidivism, Washington State is highly regarded as a strong leader in the field of Corrections.

Correctional Industries (CI) is a unique blend of business and government, using private industry tools and techniques to provide a public service. Operations within the state correctional facilities are supported by sales to state agencies, county and local governments, and not-for-profit organizations.

For information about the Correctional Industries, please visit the Washington CI webpage.

DOC OFFERS:
  • Flexible schedules.
  • Comprehensive compensation packages.
  • Training and development opportunities.
  • The fulfillment of public service.

Duties

The main purpose of this position is to work in collaboration with the accounting unit under the supervision of the Industries Specialist 2 (IS2) to perform payable assigned duties while improving processes and operations; with the ultimate goal of cutting costs, improving the accuracy and timeliness of financial reporting and improving relationships with the business units located in the field.

Correctional Industries is committed to maintain and expand incarcerated work training programs which develop marketable skills, instill and promote positive work ethics, and reduce the tax burden of corrections. This position supports the objective by providing accurate fiscal reports in the accounting office that support CI operations and by doing the day-to-day accounting tasks to keep our accounts payable current and accurate.

Duties include, but are not limited to:

Process CI HQ Disbursement Batches:
  • Process disbursements: contracts, lodging, auto rental, fuel bills, bank fees, drug tests, petty cash reimbursement, employee reimbursement, IT related, various supply purchases, vehicle maintenance, and other.
  • Review invoices, obtain approval documents (Purchase Justification, A-19 or PO from Tracks) and signed receiver, ensure compliance with various governing laws and policies. Review and assign coding for Dynamics and AFRS.
  • Prepare batches for fund 001 and 401, enter fund 401 transactions in Dynamics. Capture reimbursable expenses, prepare document copies and A-19 billing for agencies such as DNR and School for the Blind.
  • Forward additional invoices to appropriate sites or email inboxes.

Process Purchase Card Payments:
  • Reconcile credit card statements, disburse site statements for processing (21 accounts), review site documents for compliance and accuracy, communicate with custodians when necessary, regarding policies and documentation, and prepare A-19 and payment batch.
Process Manual Payments:
  • Work with IS1 Sites to audit manual payment batches; amount and invoices for accuracy and post in Dynamics D365.
  • Scan batches to PDF document; file in Central File; file paper batches, when applicable.

Record DOC HQ Disbursement Batches (Fund 001 and 401) in Dynamics:
  • Retrieve warrant register reports from Enterprise (as backup to IS1 Sites) Review disbursement entries for validity and accuracy of coding.
  • Communicate necessary coding corrections or changes to DOC HQ Disbursement Unit.
  • Record batches and transactions in Dynamics and on batch log, create electronic file in the Central File.

Process and enter Journal Vouchers – AFRS and Dynamics
  • Prepare coding corrections for JV’s and batches.
  • Enter general ledger transactions in Dynamics and AFRS determining appropriate entries. Maintain AFRS and JV batch log.

Process Site Incarcerated Payroll Batches:
  • Verify batch contents for accuracy, hours, rate of pay, coding and appropriate approvals.
  • Communicate with sites, and inmate banking when needed.
  • Provide data upon request.

Review Vendor Statements and Invoice Disputes:
  • Reconcile vendor statements, research Enterprise Reports for payment, and communicate with vendor and sites regarding outstanding invoices, credit memos and refunds.
  • Provide SWV (Statewide Vendor) forms to vendors, enter HQ vendor update and adds in Dynamics (as a backup to IS1 Site).

Process Internal Sales Batches:
  • Integrate internal sales batches from sites to Dynamics.
  • Add expense coding, review sales coding and invoices for accuracy.

Other Duties and Reporting as Needed:
  • Research and provide documents and reports for public disclosure requests. Back up IS1 Site disbursements when needed.
  • Other duties as needed.

Qualifications

REQUIRED QUALIFICATIONS:

  • High School Diploma.
  • At least one year experience accounting in a professional office setting. Must possess knowledge in accounts payable processes.
  • Currently possess or have the ability to obtain within 12 months, 5 quarter hours or 3 semester hours in accounting, auditing, or budgeting from an accredited institution as recognized by the U.S. Department of Education (USDE) or the Council of Higher Education Accreditation (CHEA), or a foreign equivalent.

PREFERRED QUALIFICATIONS:
  • AA degree in accounting, auditing, or budgeting from an accredited institution as recognized by the U.S. Department of Education (USDE) or the Council of Higher Education Accreditation (CHEA), or a foreign equivalent.
  • One year experience in accounting for a Washington State agency with knowledge of procedures, regulations, rules, and policies governed by the State of Washington.
SPECIAL REQUIREMENTS/CONDITIONS OF EMPLOYMENT:
  • Maintain regular and reliable attendance.
  • Complete a felony disclosure form prior to employment and submit to a criminal background check.
  • Successfully complete, within mandated timeframes, employee orientation and all other mandatory annual in-service and other required training.
  • Provide physical residential address and home telephone number to the Department. Become familiar and comply with all DOC policies and procedures and Collective Bargaining Agreements as applicable.
  • Submit to drug testing in accordance with Collective Bargaining Agreements and agency policy.
  • Must successfully complete CORE training program for interaction with incarcerated workers.
  • Must have a valid driver's license.
  • May be required to visit adult correctional facilities and work directly with incarcerated individuals.

Supplemental Information

Vision: Working together for safer communities.
Mission: Improving public safety by positively changing lives.
Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.


DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

IMPORTANT NOTES:
  • Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. **Please note: Phone number AND email address are required for all professional references.
  • A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
  • Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
  • We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
  • Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
  • Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
  • Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:
  • Remote/telework/flexible schedules (depending on position)
  • Up to 25 paid vacations days a year
  • 8 hours of paid sick leave per month
  • 12 paid holidays a year
  • Generous retirement plan
  • Flex Spending Accounts
  • Dependent Care Assistance
  • Deferred Compensation and so much more!
For questions about this recruitment, or to request reasonable accommodation in the application process, please email grace.kilmer@doc1.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

Position Details

POSTED:

Apr 24, 2024

EMPLOYMENT:

Full-time

SALARY:

5479 per year

SNAPRECRUIT ID:

S-1714889443-934b8230ec1098a4fc5a25ba9dfa3c72

LOCATION:

Washington United States

CITY:

Tumwater

Job Origin:

jpick2

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Full job description

Description

Industries Specialist 1 - Accounting Services
Correctional Industries Headquarters
Tumwater, WA

Correctional Industries (CI) within the Department of Corrections (DOC), is seeking a highly motivated and qualified individual to fill the role as an Industries Specialist 1 within Accounting Services. This position is located at Correctional Industries Headquarters located in Tumwater, WA. This position typically works from 7:30 a.m. to 4:00 p.m. Monday through Friday.

If you are interested in applying and would like to be considered, please apply directly at careers.wa.gov AND attach the following items to your application:
  • A current resume (indicating your related experience).
  • A letter of interest (preferably no more than two pages) describing how you meet the qualifications and why you are an ideal candidate for this position.
  • Three (3) professional references.

We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified and documentation may be required.


AGENCY PROFILE:

Our mission at the Department of Corrections is to 'improve public safety'. With a vast number of innovative sustainability programs, and evidence-based practices used to reduce recidivism, Washington State is highly regarded as a strong leader in the field of Corrections.

Correctional Industries (CI) is a unique blend of business and government, using private industry tools and techniques to provide a public service. Operations within the state correctional facilities are supported by sales to state agencies, county and local governments, and not-for-profit organizations.

For information about the Correctional Industries, please visit the Washington CI webpage.

DOC OFFERS:
  • Flexible schedules.
  • Comprehensive compensation packages.
  • Training and development opportunities.
  • The fulfillment of public service.

Duties

The main purpose of this position is to work in collaboration with the accounting unit under the supervision of the Industries Specialist 2 (IS2) to perform payable assigned duties while improving processes and operations; with the ultimate goal of cutting costs, improving the accuracy and timeliness of financial reporting and improving relationships with the business units located in the field.

Correctional Industries is committed to maintain and expand incarcerated work training programs which develop marketable skills, instill and promote positive work ethics, and reduce the tax burden of corrections. This position supports the objective by providing accurate fiscal reports in the accounting office that support CI operations and by doing the day-to-day accounting tasks to keep our accounts payable current and accurate.

Duties include, but are not limited to:

Process CI HQ Disbursement Batches:
  • Process disbursements: contracts, lodging, auto rental, fuel bills, bank fees, drug tests, petty cash reimbursement, employee reimbursement, IT related, various supply purchases, vehicle maintenance, and other.
  • Review invoices, obtain approval documents (Purchase Justification, A-19 or PO from Tracks) and signed receiver, ensure compliance with various governing laws and policies. Review and assign coding for Dynamics and AFRS.
  • Prepare batches for fund 001 and 401, enter fund 401 transactions in Dynamics. Capture reimbursable expenses, prepare document copies and A-19 billing for agencies such as DNR and School for the Blind.
  • Forward additional invoices to appropriate sites or email inboxes.

Process Purchase Card Payments:
  • Reconcile credit card statements, disburse site statements for processing (21 accounts), review site documents for compliance and accuracy, communicate with custodians when necessary, regarding policies and documentation, and prepare A-19 and payment batch.
Process Manual Payments:
  • Work with IS1 Sites to audit manual payment batches; amount and invoices for accuracy and post in Dynamics D365.
  • Scan batches to PDF document; file in Central File; file paper batches, when applicable.

Record DOC HQ Disbursement Batches (Fund 001 and 401) in Dynamics:
  • Retrieve warrant register reports from Enterprise (as backup to IS1 Sites) Review disbursement entries for validity and accuracy of coding.
  • Communicate necessary coding corrections or changes to DOC HQ Disbursement Unit.
  • Record batches and transactions in Dynamics and on batch log, create electronic file in the Central File.

Process and enter Journal Vouchers – AFRS and Dynamics
  • Prepare coding corrections for JV’s and batches.
  • Enter general ledger transactions in Dynamics and AFRS determining appropriate entries. Maintain AFRS and JV batch log.

Process Site Incarcerated Payroll Batches:
  • Verify batch contents for accuracy, hours, rate of pay, coding and appropriate approvals.
  • Communicate with sites, and inmate banking when needed.
  • Provide data upon request.

Review Vendor Statements and Invoice Disputes:
  • Reconcile vendor statements, research Enterprise Reports for payment, and communicate with vendor and sites regarding outstanding invoices, credit memos and refunds.
  • Provide SWV (Statewide Vendor) forms to vendors, enter HQ vendor update and adds in Dynamics (as a backup to IS1 Site).

Process Internal Sales Batches:
  • Integrate internal sales batches from sites to Dynamics.
  • Add expense coding, review sales coding and invoices for accuracy.

Other Duties and Reporting as Needed:
  • Research and provide documents and reports for public disclosure requests. Back up IS1 Site disbursements when needed.
  • Other duties as needed.

Qualifications

REQUIRED QUALIFICATIONS:

  • High School Diploma.
  • At least one year experience accounting in a professional office setting. Must possess knowledge in accounts payable processes.
  • Currently possess or have the ability to obtain within 12 months, 5 quarter hours or 3 semester hours in accounting, auditing, or budgeting from an accredited institution as recognized by the U.S. Department of Education (USDE) or the Council of Higher Education Accreditation (CHEA), or a foreign equivalent.

PREFERRED QUALIFICATIONS:
  • AA degree in accounting, auditing, or budgeting from an accredited institution as recognized by the U.S. Department of Education (USDE) or the Council of Higher Education Accreditation (CHEA), or a foreign equivalent.
  • One year experience in accounting for a Washington State agency with knowledge of procedures, regulations, rules, and policies governed by the State of Washington.
SPECIAL REQUIREMENTS/CONDITIONS OF EMPLOYMENT:
  • Maintain regular and reliable attendance.
  • Complete a felony disclosure form prior to employment and submit to a criminal background check.
  • Successfully complete, within mandated timeframes, employee orientation and all other mandatory annual in-service and other required training.
  • Provide physical residential address and home telephone number to the Department. Become familiar and comply with all DOC policies and procedures and Collective Bargaining Agreements as applicable.
  • Submit to drug testing in accordance with Collective Bargaining Agreements and agency policy.
  • Must successfully complete CORE training program for interaction with incarcerated workers.
  • Must have a valid driver's license.
  • May be required to visit adult correctional facilities and work directly with incarcerated individuals.

Supplemental Information

Vision: Working together for safer communities.
Mission: Improving public safety by positively changing lives.
Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.


DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

IMPORTANT NOTES:
  • Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. **Please note: Phone number AND email address are required for all professional references.
  • A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
  • Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
  • We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
  • Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
  • Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
  • Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:
  • Remote/telework/flexible schedules (depending on position)
  • Up to 25 paid vacations days a year
  • 8 hours of paid sick leave per month
  • 12 paid holidays a year
  • Generous retirement plan
  • Flex Spending Accounts
  • Dependent Care Assistance
  • Deferred Compensation and so much more!
For questions about this recruitment, or to request reasonable accommodation in the application process, please email grace.kilmer@doc1.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

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