Announcement #
2024-131
Issue Date:
04-23-24
Closing Date:
05-06-24
Administrative Executive Assistant
Vocational Rehabilitation
Department of Tribal Health
Hourly Wage: $20.10/Regular/Full-Time
Responsible for complex bookkeeping duties for the Yakama Nation Vocational Rehabilitation. The employee occupying this position will be responsible for maintaining records on all sensitive and capital equipment, assuring all data is updated and correct for annual equipment reports. Responsible for preparing and maintaining records on payroll for all program employees; reconcile payroll and adjust as needed. Responsible for preparing and maintaining accounting records, journals, and ledgers, maintaining, and updating report, statements, and accounts payable & accounts receivable and completing leave audits. This position will also require verification of different accounting documents (i.e., Travel Authorizations, Purchase Orders, and PSV' s) for proper authorization, account accuracy and account balances. Position requires close coordination with Program Manager and for client purposes with Social Workers. This position also requires close coordination with Central Accounting, Grants & Contracts, and various vendors. This position requires but is not limited to preparing budget proposals, budget modifications, close out. Employee will work directly with the Program Manager to establish program policies and procedures to meet the needs of the clients and the funding agencies. Work is reviewed for accuracy of records and timely reporting according to established rules and regulations. Function as confidential Administrative Executive Assistant which involves planning workloads to meet timelines.
Examples of Work Performed:
Prepare financial documents which include purchase orders, journal entries, budget modifications, bi-weekly time using iSolved, payroll actions, travel authorizations, leave audits, grants, and contracts for further processing, D365 reports.
Monitors and reconciles program account, compares data with reports from Central Accounting & Grants and Contracts. Monitors program expenditures and maintains cuff account.
Confers and advises management with budget forecasting, input, and modifications.
Review incoming correspondence, memorandums, reports, and similar materials for the purpose of summarizing important phases and making recommendations concerning them.
Prepare monthly, quarterly, financial, performance reports and gather data for reports.
Maintains communication between programs and departments in resolving daily administrative operations.
Mentor on-the-job training placements and keep records of all employee training.
Maintain program employee files.
Keep supervisor informed of employee evaluation dates 2-weeks in advance of evaluation due date.
Establishes and maintains a standardized records of management system that allows for security and accessible retrieval of records.
Driving to deliver paperwork related to program, picking up office supplies, etc.
May be assigned new duties and tasks not included on the position description, or to assist other Vocational Rehabilitation staff as requested by supervisor ensuring the efficient and effective functioning of the work unit to implement Vocational Rehabilitation services and outreach.
Knowledge, Skills and Abilities:
Knowledge of D365 Financial System.
Knowledge of iSolved Software.
Knowledge of purchasing policies and procedures, and practice applicable to Tribal funding agency requirements.
Knowledge of Bookkeeping principles, theories, concepts, and terminology.
Ability to plan and organize work and complete tasks independently.
Knowledge of Microsoft Office software with thorough knowledge Excel, Word, and PowerPoint.
Knowledge of grant writing procedures and reporting.
Ability to maintain and reconcile accounts to general ledger classify accounting transactions, close
accounts, and prepare financial reports and statements.
Managing files, records, designing forms, and other standard office procedures.
Ability to analyze financial data, research conclusions and communicate both orally and in writing.
Ability to understand and execute complex oral and written instructions and apply available guidelines to widely varied situations.
Ability to multi-task, able to meet and deal with diverse populations in which we service, in a pleasant and courteous manner.
Able to deescalate high stressful situations.
Ability to speak in a clear, concise, well-modulated voice as required by the position to effectively maintain a well working relationship with others.
Establish and maintain effective working relationships with co-workers, funding agencies, vendors, and the public.
Strive for excellent attendance and punctuality.
Minimum Requirements:
Post secondary schooling up to 2 years in accounting or business administration and 2 years bookkeeping experience. Or Four years of Bookkeeping experience or may substitute a combination of bookkeeping training, education, and experiences.
Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.
Must pass a pre-employment background check.
Required to pass a pre-employment drug test.
Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.