Job Description

Job Location Port Gamble S'Klallam Tribe - Kingston, WA 98346 Position Type Full Time - 30 - 40 hrs/week Education Level 2 Year Degree - Required Salary Range $27.79 - $32.65 Hourly

Travel Percentage Occasional travel to trainings

The A/R Grants Specialist is responsible for the Tribe’s billing and collection process to ensure the receivables are collected promptly, accurately and in adherence to the Tribe's established procedures.

This position also ensures the Tribe’s various and diverse grant financial requirements are met promptly, accurately and in adherence to the Tribe's established procedures.

Duties Include:

Cash Receipts

• Processes daily checks, direct deposits, cash, and Point of Sale (POS) payments received.
• Prepares weekly bank deposits timely and accurately in the accounting system.
• Maintains a complete file of all receipts and supporting documents monthly.
• Maintains deposit logbook for courier service.

Invoicing

• Processes water, internet, and daycare customer’s invoices accurately and timely.
• Prepares monthly invoices for Tribe’s separate entities.
• Reconciles subsidiary ledgers for water, internet, and daycare customers to the GL.
• Processes and distributes invoices and statements promptly.

Collections

• Provides customer service to resolve customer queries and communication with customers.
• Monitors customer non-payments and follows up on delayed payments and report irregularities.
• Keep complete detailed collection reports, actions, and notes.
• Researches and resolves disputes as to outstanding balances.
• Processes the required invoices and collection procedures for outstanding balances.
• Receives, files and processes incoming correspondence related to accounts receivable.
• Ensures the documentation necessary to support all accounts receivable transactions is stored in an organized manner.

Grants & contracts

• Sets up new grants in the accounting system, including creating new grant files which consists of the application, award document, budget, and all other documents pertaining to the grant or contract.

• Maintains spreadsheets pertaining to grant/program billing. Creates and enters updates to grant tracking spreadsheets.
• Submit grant and program billing/invoices, including supporting documents (e.g. receipts, statements, invoices, purchase orders), as necessary, to the appropriate agency.
• Completes and submits monthly A-19 (State), quarterly, semi-annual, or annual SF-425 (Federal) and other agency’s financial reporting requirements.
• Prepares expenditure reports and requests for reimbursement from all funding agencies.
• Completes monthly A-19s for State and other agencies grants and contracts.
• Requests online drawdowns for grants (ASAP, COPS, DOJ, PMS, etc.)
• Verifies that all payments received for grants are applied correctly to the subsidiary ledger.
• Follow up with funding agencies on unpaid invoices.
• Reconciles Grants & Contracts A/R to General Ledger.
• Maintains an organized file maintenance system for all grants and program billings. Copies of grants and contracts, billing statements, accruals, adjustments, payment checks, financial statements, and correspondence.
• Responds to telephone and e-mail inquiries concerning grants and program billings.
• Answers financial questions related to grants.
• Assists auditors with grant related inquiries.
• Processes quarterly report of Cash Drawdowns (PMS 272) for Grants & Contracts.

Miscellaneous:

• Attends Utility Board Meetings regularly to report the financial status of water customer accounts and participates in strategic-planning and decision-making processes regarding these receivables.

• Maintains adequate supplies stock of: receipt books, cash receipt envelopes, grant folders, and other supplies.
• Prepares and updates procedural manual, detail checklist of duties and responsibilities for this position.
• Maintains contacts of a positive nature with co-workers in the accounting department, all tribal staff, community members, funding agency representatives, and others to accomplish the Tribe's financial objectives and preserve good public relations.
• Attends and participates in various staff meetings.
• Cross train with other accounting positions in the department.
• Performs any other Accounts Receivable duties as assigned.
• Other duties as assigned by the Accounting Manager.

Education and Certifications:

• High School Diploma or equivalent - Required
• Driver’s License – Required
• Associate degree in business with at least one full year of accounting courses.

Experience:

• Alternative to education is a minimum of 5 years of experience in bookkeeping or as an accounting clerk.
• Grants and contracts knowledge preferred.
• Experience with non-profit fund accounting preferred.
• Thorough understanding of the principles and practices of fund accrual accounting
• Excellent communication skills, able to communicate effectively with all levels of organization.
• Ability to maintain confidentiality of sensitive information
• Ability to interact with staff and others in a professional manner: in person, in writing, and on the telephone.
• Have strong organizational skills, ability to work independently and handle multiple tasks.
• Have accuracy and attention to detail.
• Must have excellent work habits, including willingness to work the hours necessary to get the job done, especially when important deadlines cause greater than normal department pressures.
• Must possess outstanding customer service skills.
• Strong Excel desired
• Ability to use standard office equipment, including a computer, printers, 10-key calculator, photocopier, etc.

Physical Requirements:

• Position involves sitting long periods, standing manual dexterity, stooping, and bending.
• Vision requirements include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.
• Regularly required to finger, handle, reach with hands and arms
• Frequently required to walk, sit, stand
• Occasionally required to lift and/or move up to 25 pounds
• Normal audio and visual acuity

Travel Requirements:

• Local, Statewide, and out of state travel may be required.

Qualifications