Business Services Program Assistant - Public Works

Program Assistant

This Program Assistant position reports to the Compliance Services section manager and is a key participant in several departmental processes, such as contract analysis, grant reporting, program performance monitoring, and process improvement development. As part of these processes, this position collaborates with program and administrative staff across the Public Works department on a range of projects and tasks. The incumbent is expected to work independently to plan, design, and implement program elements. The Compliance section within Public Works is intended to provide the department with direction and support for regulatory and statutory compliance, grant reporting, financial reporting, and continuous improvement.

The successful candidate for this position will have some experience in driving organizational improvements within a government setting or similarly regulated environment. This position is represented by Local 307 CO - Washington State Council of County and City Employees. This position does have the option of a hybrid remote work schedule. However, the candidate selected MUST reside in either Oregon or Washington, no exceptions.

Qualifications

Education and Experience: Program Assistant positions typically require a job related degree or three to five years of experience related to the specialized area. Depending on area of assignment, a degree may substitute for some or all of the required experience.

Knowledge of: General accounting principles and practices; BARS (Budgeting, Accounting and Reporting System for State and Local Governments); computer applications related to financial reporting (database, spreadsheet, word processing); research methods and information sources; relevant computer-based systems and applications; principles and techniques of project management; federal and state grant and program regulations, including OMB circulars; local government operations.

Ability to: Establish and maintain cooperative and effective working relationships. Analyze and solve complex problems and explain results in writing. Interpret, apply, and explain federal, state and local policies, procedures, laws, and regulations. Meet deadlines established by granting agencies, including reporting deadlines for multiple grants. Evaluate and improve department service delivery through enhancement of procedures, systems, organizational approaches and record keeping; develop and demonstrate effective customer service techniques.

Examples of Duties

Duties may include but are not limited to the following:

• Prepare monthly grant requests for reimbursement, monitor budgets and balances to process grant invoices. Maintain documents to support the grant billings.
• Provide advanced, technical grants accounting support work involving varying fiscal years, create spreadsheets and reports, and answer complex questions complying with department and County policies and procedures for program managers/staff, and auditors.
• Complete grant reports, fiscal spreadsheets, reconciliations, and research work.
• Read and interpret grant language and contract language for compliance issues. Address any non-compliance issues with program personnel, management, or providers.
• Monitor, analyze and maintain financial transactions and accounting for a wide variety of grants funded by Federal, State, and local sources.
• Reconcile contracts to grants, and internal fiscal reports.
• Reconcile Projects and Grants to the general ledger.
• Review grant contracts and binders, file and/or refer to fiscal reports and correspondence to/from grantors.
• Be familiar with 2 CFR part 200, subpart F and the Washington State LAG Manual.
• Complete contract close-out reports for approval.
• Track revenues and expenditures by funding source.
• Report financial grant information from a variety of revenue sources with multiple element codes.
• Create policies and procedures as needed to adapt to new financial systems or other programs.
• Maintain knowledge of department operations and systems.
• Perform work within accounting parameters established by the department and applicable federal and state laws and regulations.
• Attend mandatory training sessions and, as time permits, other training related to the position.
• Workday financial platform knowledge or experience a plus.
• Strong computer skills with proficiency in Adobe Pro, Outlook, Excel and Word.
• Ability to manage multiple priorities with strong time management, critical thinking, decision making, and problem-solving skills.
• Willingness and ability to work cooperatively in a team environment while maintaining an independent body of work.
• Excellent interpersonal and communication skills, both orally and in writing.
• Gathers and compiles information and prepares journal entries, reports and analyses in response to problems or as assigned.
• Perform other duties as assigned.
• Inherit new tasks if time permits.