Community Development Contract Accounting Specialist

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Community Development Contract Accounting Specialist

Salary

$29.21 Hourly

Location

City of Bellingham, WA

Job Type

Full Time

Job Number

24-Contract Acct. Spec. (PL)

Department

Planning and Community Development

Opening Date

05/10/2024

Closing Date

5/31/2024 4:30 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

Local 1937

• Description

• Benefits

• Questions

Nature of Work

The City of Bellingham’s Community Development Division (https://cob.org/gov/dept/pcd) is currently hiring for a Community Development Contract Accounting Specialist. We work on a range of topics supporting the health and well-being of the community and are seeking a detail-oriented team member to coordinate our contracting and accounting needs. Contracts involve affordable housing development; preventing and addressing homelessness; contributing to a vibrant downtown; supporting local businesses; promoting events, public art and tourism and much more! Apply if you’re passionate, dedicated, and interested in detailed work to help shape the future of the city.

This position performs various complex accounting functions within the Department. Responsible for the accuracy and integrity of the departments budgets and grant reimbursements including special purpose, proprietary and general funds. Preforms statistical calculations, financial and cash flow analysis, and projections to support management decisions. Prepares monthly, quarterly and annual financial reports as required by granting agencies, the tourism commission, department management and the Finance Department. Coordinates the detail of preparation of the annual budget. Responsible for required recordkeeping and compliance for various large federal grants including Department of Housing and Urban Development (HUD) funds. Develops methods to analyze financial data and creates various as needed by department management.

This position will start at Step 1 ($29.21/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement (https://cob.org/about/employment/labor-agreements-pay-schedule) and City policy. The full 2023 hourly range for this position is $29.21 - $35.91. For internal candidates, placement within the range is based on City Pay Placement Procedures.

City of Bellingham employees receive medical, dental, and vision insurance as well as life insurance and long-term disability. Additional benefits include flexible spending accounts, a medical insurance opt-out program, and access to our employee assistance program. All eligible City employees are enrolled in a Washington State Department of Retirement Systems (https://www.drs.wa.gov/) pension plan. Additionally, employees may elect to participate in the City’s 457 deferred compensation retirement savings plan.

Employees will receive 12 paid holidays in addition to one paid floating holiday each year. Employees accrue 8 hours total of contract and state sick leave per month in accordance with the collective bargaining agreement and Washington State Law. At the time of hire, employees will accrue 7.33 hours of vacation per month. Vacation accruals increase based on years of service. Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employee to be in paid status at least 120 hours/month.

For additional information regarding benefits and compensation Information please visit the following:

• Labor Agreements, Pay Schedules and E-Team Employee Handbook - City of Bellingham (cob.org) (https://cob.org/about/employment/labor-agreements-pay-schedule)

• Employment Benefits - City of Bellingham (cob.org)

  Closing Date/Time: Fri. 5/31/24 4:30 PM Pacific Time

ESSENTIAL FUNCTIONS OF THE JOB:

• Performs statistical calculations, cash flow and ending reserve projections, financial summaries, budget to actual comparisons and various HUD cap computations to support day to day management decision making within the Planning and Community Development Department.

• Creates and updates various financial reports for a variety of purposes including grant requirements, tourism commission, the finance department and management decision making. Completes the semi-annual women in business report, the annual section 3 report and the semi-annual Davis-Bacon report.

• Works with accounting to determine proper accounting treatment of a variety of new program areas. Fund types include general fund, proprietary fund and several special purpose funds both grant and tax based revenue sources.

• Coordinates the detail of the departmental budget process by working with various managers and conducting research and analysis of income and expenditures to make recommendations on various budget lines. Translates budgets in the HUD planning documents into the City required format. Maintains knowledge of budgetary factors including council and mayoral directives, departmental goals, carry over funds and grant revenues.

• Maintains and monitors all grants and funds including Community Development Block Grant (CDBG), HOME Investment Partnership Program (HOME), Tourism, Housing Levy, General Fund and Building Services. Maintains spreadsheets to track expenses and draws, remaining grant balances/fund balances and reconciles to the general ledger. Investigates and analyzes budget variances and initiates journal vouchers as needed to maintain accuracy in the general ledger/job cost codes. Works with project managers on project budgets under the jurisdiction of PCD. Draws grant funds.

• Processes accounts payable, including credit cards, for the Department utilizing appropriate job cost or UAC codes to ensure activities are recorded accurately. Prepares purchase requisitions. Creates new and maintains current job cost codes. Requests new UACs to facilitate program changes and new funding sources.

• Performs required HUD grant recordkeeping within the Integrated Disbursement and Information System (IDIS). Balances CDBG and HOME job cost/general ledger to IDIS entitlement, draw and program income records. Creates and closes activities, reports beneficiaries, receipts program income, determines funding amount changes needed, runs various reports for use in managing the financial aspects of CDBG and HOME. Prepares annual PR26 balancing report for inclusion in the Consolidated Annual Performance and Evaluation Report (CAPER).

• Processes grant reimbursement requests for the City's Human Services Program and the Tourism Grant Program by determining compliance with HUD Human Service regulations, the appropriate City contract, approved grant budgets and federal, state and city regulations. Provides technical assistance to Human Service and Tourism grantees in these areas when requested.

• Reviews quarterly beneficiary reports from Human Service agencies assessing contract performance. Conducts site visits to verify accuracy of beneficiary and expense information and other HUD requirements. Serves as a technical resource to Human Services agencies for compliance assistance.

• Maintains loan balance and repayment records for major housing loans for CDBG, HOME, NSP and the housing levy. Computes payments based upon contractual agreements, creates and sends invoices and deposits payments. Maintains and balances the spreadsheet ledger that details the HUD, HOME, NSP and Housing Levy loans capitalized in the general ledger. Follows-up on delinquent accounts.

• May monitor federally-funded construction projects for compliance with federal labor standards and the Housing and Urban Development Act of 1968 Section Three regulations. Holds pre-construction meetings on covered projects.

• Initiates the monthly payroll entry for appropriate labor distribution for PCD in the general ledger.

• Maintains department records on computer replacement needs.

• Maintains records and adequate balance for petty cash account.

ADDITIONAL WORK PERFORMED

• Performs clerical duties such as typing, word processing and editing, filing, copying, drafting forms and data entry/retrieval.

• Provides information and assistance to Department staff.

• Performs other related duties of a similar nature and level.

WORKING ENVIRONMENT:

Work is performed at a computer workstation in an open concept office environment. Work involves sitting and working in front of a computer terminal for extended periods of time. Working conditions include noise, frequent interruptions, and other distractions, with very low everyday risks working around and operating standard office equipment.

Physical ability to perform required duties of the position including:

• Frequently operate a computer and read a computer screen or typewritten page;

• Frequent keyboarding, gripping and clicking mouse;

• Frequently communicate verbally;

• Occasionally transport objects up to twenty-five (25) pounds.

Experience and Training

• AA degree or two years of college or vocational coursework in accounting or related required.

• Three years of progressively responsible bookkeeping and/or accounting support experience utilizing computerized accounting systems and spreadsheets required.

• One year experience with record-keeping and compliance monitoring for grant-funded contracts preferred.

• Accounting support experience in a municipal or public sector environment preferred.

• Advanced utilization of computer software applications, including spreadsheets, databases, and word processors preferred.

• Experience utilizing Budget Accounting and Reporting System (BARS) strongly preferred.

• Typing at 45 wpm NET and ten-key proficiency.

Necessary Special Requirements

• Employment contingent upon passing a criminal background check (see Fair Hiring Practices below).

Selection Process

You are encouraged to print a copy of this job announcement for your reference as the process moves along

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.

Application Review Process:

• Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around June 3, 2024.

• Experience and Training Rating: Applicants that meet minimum qualifications will go through an Experience and Training Rating. Relevancy of your experience and training, together with composition, grammar, spelling and punctuation will be considered when evaluating responses. Applicant status will be updated on or around June 11, 2024.

• The top six (6) scoring applicants from the Experience and Training Rating will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of June 24, 2024.

• Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Supplemental Question Review (40%) and Oral Board Interview (60%). Candidates must score a minimum of 60% on the Oral Board Interview to be placed on the eligibility register.

Final candidates will be referred to the department for additional examination, assessment, or test.

This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy in Planning and Community Development. This position is represented by a union.

If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.

• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.

• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.

• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section (https://www.cob.org/employment/pages/benefits.aspx) for additional information.

This position is represented by The Guild of Pacific Northwest Employees, Local 1937 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the Local 1937 labor agreement (https://cob.org/wp-content/uploads/1937-2022-2023-CBA.pdf) .

This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website (http://www.drs.wa.gov/) for more information on PERS.

Civil Service Information

This position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated.

Veteran's Scoring Criteria

Applicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

01

Do you have an AA degree or two years of college or vocational coursework in accounting or related field?

• Yes

• No

  02

  Do you have three (3) years of progressively responsible bookkeeping and/or accounting support experience utilizing computerized accounting systems and spreadsheets?

• Yes

• No

  03

  If you answered YES to question #2, describe in detail your three years of progressively responsible bookkeeping and/or accounting support experience utilizing computerized accounting systems and spreadsheets.

  04

  Do you have the ability to type 45 wpm net and ten-key proficiency?

• Yes

• No

  05

  The following Experience and Training requirements are preferred. Please select all that apply. [Note: if you do not have any of these, this will not disqualify you]

• I have one (1) year experience with record-keeping and compliance monitoring for grant-funded contracts.

• I have Accounting support experience in a municipal or public sector environment.

• I have advanced utilization of computer software applications, including spreadsheets, databases, and word processors.

• I have experience utilizing Budget Accounting and Reporting System (BARS) strongly preferred.

• I do not have any of the preferred qualifications and understand this will not disqualify my application.

  06

  If you are requesting Veteran's Preference points, a completed Veterans Scoring Criteria Status Declaration is required along with a copy of your DD214. The required form is in the Selections Process section of the Job Posting. Check "YES" here if you are attaching a Veteran's Declaration form and DD214.

• Yes

• No

  07

  Describe your experience preparing, processing, and reviewing contracts and supporting documents. Please include the types of contracts you have worked on, your level of involvement, and the entities involved in the contractual relationship.

  08

  Describe your experience with fund accounting. Please include the data entry and accounting reporting you have done, and the types of accounting software utilized.

  09

  Describe your experience providing information, education and technical assistance to internal and external customers/agencies on financial or contractual procedures and best practices, as well as any compliance monitoring you have done.

  Required Question

Agency

City of Bellingham

Address

104 West Magnolia Street Bellingham, Washington, 98225

Phone

360-778-8228

Website

http://www.cob.org/employment

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