Deputy Clerk/Grant Specialist

GENERAL DESCRIPTION:

This position is responsible for the accounts payable function and maintaining, reviewing and coordinating grant programs for all City departments. With delegated authority, performs duties and/or coordinates administrative support functions of a substantive, professional nature utilizing extensive knowledge of City services, policies, and practices.

ESSENTIAL FUNCTIONS:

Responsible for all aspects of Accounts Payable function including checking vouchers from all departments for accuracy, preparing claims vouchers for departments as necessary and enters data on the computer to issue all claims checks. Tracks all purchase orders numbers. Assures proper BARS (Budgeting, Accounting and Reporting System) coding on all department vouchers. Tracks all vouchers not charged tax and prepares monthly report for Treasurer's Office. Builds all new vendor files and updates vendor reports. Prepares and distributes expenditure and history reports to all departments and outside groups. Prepares budget amendments for final review and approval of the City Clerk/ Human Resources Manager. Assists departments with questions on travel/ Per Diem policy. Assists the City Clerk with the maintenance of the expenditure files and recommends and builds new expenditure numbers as needed. Compiles special budgetary and/ or written reports as required. Maintains records associated with 1099’s, distributes on an annual basis.

Maintains complete and accurate construction project files in a format that will facilitate the annual A-133 audit performed by the Washington State Auditor's Office as well as satisfying the speediest and most organized retrieval system. Receive and check Intent to Pay Prevailing Wage and affidavits of wages paid. Prepare retainage releases and associated vouchers and other close out paperwork as necessary. Monitors projects and contracts for Federal, State and City program compliance.

May assist with the preparation of applications for grant funding and maintains grant funding resource materials and publications. Interprets Federal guidelines and State regulations on fiscal matters related to grants. Coordinates with fiscal and operational staff within other agencies for grant application and management purposes. Complete the necessary documentation for reimbursement claims, period reporting and other reports required by the funding agencies. Serve as the liaison between the Offices of the City Clerk, Treasurer and other Department Heads for grant related items. Prepares periodic reports on the fiscal status of grants and other resource programs. Conduct routine reviews and analysis of project costs and investigate any differences. Monitor actual project costs as compared to budget and communicates all issues to the City Clerk. Monitors grant compliance and serves as fiscal liaison for grant/ loan issues with other private and public agencies. Assess compliance processes and identify compliance issues and weaknesses. Monitor and communicate developments, trends, and issues associated with compliance management.

Assists with job interviews and testing as needed. Reviews and reconciles the checkbook of the City Treasurer, ensuring proper internal controls, under the supervision of the City Clerk. Receives and responds to public inquires. Gathers information and prepares annual Street Report. Assists with the maintenance of files and a variety of records of the City Administrative Off ices. Acts in place of the Office Assistant in his/ her absence. May attend City Council meetings upon request or in the absence of the City Clerk. Keeps City Clerk informed of significant and important items requiring his/ her attention. Other duties as assigned.

Professional demeanor and appearance.

All work activities shall be conducted in compliance with the Safety and Accident Prevention Plan.

The duties above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

EDUCATION AND/OR EXPERIENCE:

Graduation from a standard high school, vocational school or the equivalent. Minimum of four (4) years’ work experience in Municipal Government or closely related field with experience in accounts payable supplemented by courses in bookkeeping, accounting, grammar, spelling, and punctuation.

Progressively responsible experience managing State and Federal Grant programs.

Experience in accounting and governmental accounting or the ability to adapt to governmental account requirements.

Experience with computer/ word processing system, preferably with Microsoft Word for Windows and Excel Spreadsheets.

KNOWLEDGE/SKILLS/ABILITIES:

Type 50 net words per minute minimum.

Knowledge of Federal, State and Public grant programs and the fiscal procedure required in this specialized area is required. Requires the ability to perform accurate, detailed numeric work.

Ability to become knowledgeable of department procedures and City ordinances.

Time management, including ability to handle multiple projects simultaneously with continually changing priorities while meeting deadlines.

REQUIRED CERTIFICATION AND LICENSES:

Valid Washington State Driver's License.

Job Type: Full-time

Pay: $3,938.45 - $4,097.56 per month

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Negotiation: 1 year (Preferred)

Work Location: One location