Administrative Specialist III - San Juan County, WA : Job Details

Salary: $31.79 - $41.68 HourlyLocation : Friday HarborJob Type: Full-TimeJob Number: 202400045Department: Parks & FairOpening Date: 11/20/2024San Juan County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Description Assist Parks & Fair Director with department program management. Provides primary administrative support to the department. Works cooperatively with the Events Coordinator, Parks Operations Manager and Projects and Grants Coordinator in obtaining the programming objectives of the department. This position will supervise Administrative Specialist II in carrying out the financial details of the department. Serves as department purchasing agent; processes all department financial transactions. Prepares state-regulated reporting to DOR, LNI, DOH, and SAO. Develops monthly and special financial reports as requested by the Director. Executes professional service and public works contracts within County financial systems. Assists Director and Grants and Projects Coordinator with financial tracking of grants and capital projects. Oversees the execution of the ticketing program within the County Fair. Includes routine clerical work such as reception, filing and correspondence. Work is performed independently under the Director's general direction. Position requires independent judgement and discretion Examples of Essential Duties 1. Coordinate all department financial programs. Requires working relationships with State agencies, Auditor's and Treasurer's office staff, vendors and department staff. Regular and accurate reporting to State Agencies including the Recreation and Conservation Office (grant billings), Department of Revenue (monthly Sales and B&O Tax), and Department of Labor & Industries (Industrial Insurance tax).

• Assure proper invoice validity, coding, payment.
• Track project expenditures.
• Initiate and monitor project transfers to ensure all monies are properly received
• Develop program reports, using EDEN and Excel, to support budget development and execution.
• Conduct semi-annual cash audits at all parks.
• Primary contact during State audits.
• Train department staff in accounting procedures and oversee accuracy of transactions.
• Manage department banking activity, including monthly revolving fund reconciliation and credit card charges.
• Collect on NSF checks, coordinating with other departments as needed.

2. Perform regular reporting on administrative programs and assist in developing and refining programs and policies. Create documents, forms, presentation materials, and reporting tools. Includes:

• Maintaining department file system, requiring knowledge of State laws guiding file retention, destruction and archival of public records.
• Responding to Public Disclosure (PRA) requests, providing information pursuant to applicable State laws and logging all PRA requests. Coordinate staff and volunteer background checks through the WSP program.

3. Serve as department Purchasing Agent. In coordination with Director, will identify needs, research products/services and suppliers; negotiate pricing, select vendors, and issue purchase orders. Includes resolving billing and merchandise issues. 4. Lead the financial program of the annual County Fair including the ticketing program, executing contracts with vendors, coordinating payment and W9s with the Auditor's Office.5. Supervise and provide oversight for the work of the Administrative Specialist II, and directs the work of office volunteer or intern when needed.6. Provide Park & Recreation Commission meeting coordination and assist Director in meeting preparation. Ensure that meetings operate according to State legal requirements. Record, transcribe, and distribute meeting minutes monthly.7. Identify opportunities and recommend changes to innovate and improve policies, practices, and processes.8. Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52.9. Perform other related duties as assigned. Minimum Qualifications Two years of professional administrative experience including computer experience, mathematical problem-solving, and generally accepted accounting practices or any combination of education and experience which demonstrates the ability to perform the essential job functions. Must possess excellent organizational and time management skills to accomplish department objectives. Ability to communicate clearly both orally and in writing with precise attention to detail required. PREFERRED QUALIFICATIONS:

• Working knowledge of government financial systems such as Eden, MUNIS, and Tyler Technologies.
• Familiar with the State Administrative and Accounting Manual (SAAM) and Budgeting, Accounting and Reporting System (BARS).

Supplemental Information KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of:

• Microsoft Word and Excel
• Browser-based (web) applications
• Use of accounting based software
• Scanning and emailing documents

Skills

• Read, code, and understand financial documents and records to assist in the management of a department budget

Ability to:

• Communicate effectively, both orally and in writing; in clear, concise language appropriate for the purpose and parties addressed.
• Provide a high level of customer service.
• Use tact, discretion and courtesy to gain the cooperation of and establish and maintain effective working relationships with public officials, co-workers, other departments, and diverse members of the public.
• Be responsible for the quality, efficiency and effectiveness of work performed.
• Meet schedules, project timelines, working both independently and/or cooperatively as a member of administrative team.

physical and mental requirements:Requires frequent sitting and occasional standing and walking. The employee is infrequently required to lift objects weighing up to 30 pounds or carry objects with both hands and arms. This position requires continuous hand and finger movement. This position requires visual acuity at 20 inches or less, and hearing acuity for speech discrimination. The employee must be able to talk and to receive and understand written and oral communication and give written and oral instruction. At times will require working under stressful conditions. Position requires math computations. Ability to maintain concentration amidst constant workplace interruption, manage multiple tasks, and adjust to changing priorities.

• Work requires continuous sitting and operation of a computer including keyboard and mouse operation
• Frequent standing and walking
• Involves talking and hearing in person and on the phone
• Vision abilities required by this job include close vision and the ability to differentiate colors and read computer monitor.
• Deals with customer stress and deadlines, which may require overtime, flexibility of time
• This position requires attention to detail and communication skills

WORKING CONDITIONS: Works primarily in an office environment although some travel to other locations may be required by boat or by air, including for field operations, which may involve inclement weather conditions.Medical, dental, vision, life, LTD, state retirement, paid holidays, paid leave accrual, air ambulance. Please visit for additional details about these and other benefits.