Timberland Regional Library is seeking a Finance Administrator, who will be based out of the Service Center in Tumwater, WA.
Under limited supervision, the Finance Administrator is responsible for the oversight and management of all financial aspects of the library district, including financial reports, budget, payroll, accounts receivable and payable, purchasing, cash flow, debt management, investments, future forecasts, and levy administration for Timberland Regional Library. The individual in this position analyzes, develops and administers the district budget, and directly maintains and acts as the highest point of approval for the general ledger.
The Finance Administrator must be an excellent communicator to a variety of audiences, including the following:
The Finance Administrator serves as the primary contact with the State Auditor, county treasurers, and other relevant governmental agencies on an as-needed basis. An administrator creates, plans, and implements actions to achieve the objectives of the organization and may oversee employee work for a department or an organization. The Finance Administrator reports to the Executive Director, is a member of the Administrative Leadership Team, and provides daily supervision and direction to professional staff.
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Schedule: Full-Time, 40 hours per week (1.0 FTE).
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Type: This regular position is FLSA exempt.
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Bargaining Unit: Not represented
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Starting Pay: The full pay range for this position is $10,225.45 – $14,154.61 per month. Employees new to Timberland Regional Library typically start at step 1, 2 or 3 of the pay range, depending upon qualification.
Class specifications are intended to provide a descriptive list illustrative of the range of duties performed by employees in the class. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. May be assigned any of the following duties:
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Oversees administration preparation, coordination, and analysis of the annual operating budget, including direct preparation and review of financial forecasts, revenue estimates and projections.
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Prepares budget worksheets and works closely with the Executive Director in preliminary budget recommendations for Board consideration and deliberation. Oversees preparation of preliminary and final budget documents.
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Enters information into accounting software, ensuring budgets are balanced, and proper documentation is filed with counties and other agencies; file annual financial reports with appropriate state agencies. This includes working with the County Assessor’s Office on Levy projections and ensuring Levy certifications are filed.
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Reviews, maintains and analyzes all monthly financial statements and accounting records to include budget comparisons, payment summary reports, tax payments, and other internal financial documents for departmental stakeholders and the Board of Trustees. Regularly attends Board meetings and presents the finance report and any other essential and relevant financial information under the guidance of the Executive Director. May answer questions from the board members or audience at the public meeting.
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Analyzes, summarizes and prepares long-range forecasts for library expenditures and revenue sources, including property tax, timber tax and other one-time and reoccurring income sources.
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Oversees the general ledger and posts any necessary adjustments or corrections. Trains Finance Department staff to enter transactions into appropriate ledgers, logs and other records of original entry in accordance with established procedure and in adherence with the Washington State Budget, Accounting and Reporting System (BARS) and all applicable local, state and federal laws.
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Develops and maintains relationships with State Auditor Office (SAO) staff and other external auditors, acting as key liaison to facilitate the exchange of information during the audit process. Supervises the annual financial and accountability audits, resolves identified issues and collaborates with departmental stakeholders to answer questions and information requests. Responds to audit recommendations as needed.
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Reviews and certifies the district’s Annual Financial Report and Unclaimed Property filings in accordance with state codes and standards. Prepares and files quarterly and year-end Federal tax reports, multiple worksite reports, employment security reports, Department of Labor and Industries reports, state tax, W-2, WA State FMLA, 1099 and Social Security annual wage report filings.
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Performs position reporting, including the allocation, management, forecasting and collection of data regarding District staffing and FTE.
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Oversees the accurate receipt, accounting and safeguarding of cash, checks, warrants, and other library valuables. Monitors cash-flow availability and establishes bank accounts as necessary and authorized.
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Reviews, interprets and summarizes legislation, contracts, and other documents that pertain to the successful operation of the District. Designs and modifies policies, procedures, forms, reports and statements as needed to remain in adherence with state and local guidelines and reports to Administration any incidents not in compliance with district policy, state or federal regulations.
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Primary contact and administrator for all district contracts and responsible for the negotiation, administration and termination of all contracts, agreements, leases and letters of understanding into which the District may enter.
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Participates in collective bargaining and negotiations as a member of the Administrative Leadership Team. Provides budgetary impact statements of Collective Bargaining Agreements to the Board prior to votes for approval. Participates in strategic planning and collaborative teamwork to create and execute a variety of regular and special projects; budget time, materials, and costs of special projects within the functional area; as well as involvement in the budget planning of the functional area; participates in Administrative Leadership Team meetings as needed to make district-level decisions.
Bachelor’s Degree in Accounting, Finance, Business or Public Administration, and five (5) years of increasingly responsible finance, bookkeeping, accounting, and budget management experience in a public or government entity monitoring and developing large budgets with multiple funds, or experience that clearly demonstrates the ability to perform the work of this position. Minimum one (1) year of experience directing or supervising staff preferred.
Licenses, Certifications, and Special Requirements:
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Must have a valid Washington State Driver’s License and an acceptable driving record.
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Must pass and maintain a criminal background check. (Per RCW 43.43)
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Certified Public Accountant (CPA) license or Certified Public Financial Officer is desired.
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Availability to work evenings and weekends and to adapt to schedule changes on short notice is required.
Employees are expected to perform or possess the following:
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Current knowledge of the principles and practices of financial, business or public administration.
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Extensive knowledge of budgeting and the preparation and administration of public funds.
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Principles and practices of organizing and managing complex financial operations and personnel assigned a wide variety of work assignments.
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Knowledge of cash accounting and governmental accounting.
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Current knowledge of Federal and State laws, regulations and standards governing financial resources in public jurisdictions and governmental environments.
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Ability to analyze and solve routine discrepancies, prepare and maintain accounting records, and act as steward of confidential financial information.
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Efficiency in decision-making and prioritization with operational and procedural concerns.
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Sound judgement and the ability to identify complex problems, evaluate solutions and implement change to the benefit of the organization.
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The ability to analyze data, processes and procedures to develop meaningful fact-based reports and recommendations to improve service.
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Ability to remain up-to-date with current and emerging trends in public sector financial management.
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Facilitation of task forces, committees and council meetings.
Required Skill In: Employees are expected to demonstrate the following qualities at all times:
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Establish and maintain effective working relationships with Library and department staff, other library systems, outside agencies, and vendors.
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Positively reflect TRL’s mission, vision, and values to the staff and public.
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Effective organizational and time management skills, including the ability to multitask, manage multiple projects at the same time and adapt to changing priorities to meet demands of the department.
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Communicate effectively verbally and in writing.
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Exhibit reliability and dependability.
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Demonstrate punctuality and regular and consistent attendance.
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Demonstrate a positive attitude and flexibility.
Required Technology Skills:
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Strong computer skills. Ability to use Library technology, resources, databases and software.
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Knowledge of computerized information systems used in payroll and financial management. TRL currently uses Tyler Technologies Incode.
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Microsoft Office Suite skills (Teams, SharePoint, Outlook, Word, Excel) to satisfactorily complete job responsibilities.
Physical and Environmental Conditions:
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Work is usually performed at the Service Center in a busy service-oriented office with frequent interruptions and under the stress of continual pressure to meet deadlines and handle competing priorities.
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Subject to sitting, standing, walking, bending, reaching and lifting objects up to 40 pounds.
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Occasional travel is required to attend meetings at other sites and locations, or to participate in work-related assignments.
Timberland Regional Library is an intercounty public library system whose service area spans from the Pacific Coast of Southwest Washington to the Foothills of Mount Rainier, and from the Hood Canal to the mouth of the Columbia River. We serve more than 500,000 rural and urban residents through our network of 29 community libraries, 3 public kiosks and 2 cooperative library centers, and strive to provide excellent service to any and all who seek us out. Our mission is to welcome everyone to a vibrant world of possibilities, connect people places and ideas, and evolve to meet the needs of our communities.
