Accounting Associate

The Department of Finance & Administration is hiring for an Accounting Associate supporting the Accounts Receivable function!

SUMMARY: The role of the Accounting Associate is to provide para-professional accounting work in support of the City-wide finance and accounting functions in the Department of Finance and Administration. Functional areas may include: cash management, general ledger maintenance, accounts payable, accounts receivable, payroll, and cost accounting. Assignments and projects in these functional areas will vary and may change from time to time; however, the nature and scope of the work and specific procedures and processes applied, and general knowledge requirements will be comparable.

This position involves a high degree of interaction with internal departments, vendors, the general public, and other jurisdictions to address inquiries, resolve technical and non-technical issues, and explain relevant policies and procedures. Duties are performed under general supervision following defined guidelines, policies and procedures. Incumbents are expected to use professional judgment and discretion to review and determine actions for non-routine situations.

Distinguishing Characteristics: This is the journey-level classification in the Accounting Associate series. This class is distinguished from Senior Accounting Associate in that the latter is a higher-level class in the series that performs more complex technical and investigative work. The Accounting Associate applies technical, complex principles and applicable laws, regulations, and rules to ensure accuracy in recording and processing.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Reviews, matches, audits, and researches accounting and financial data from various sources. Verifies the accuracy and completeness of accounting documents to process, record, balance, and/or reconcile transactions, data and input/output in accordance with established internal guidelines, procedures, and practices.
• Performs complex reconciliations of general ledger accounts and subsystems and recommends corrective actions as needed.
• Classify and enter data into computerized financial system according to established policies and procedures for processing. Compiles data from various sources, including transferring data from other systems to interface with financial system.
• Compiles, monitors, tracks, and reports on a variety of financial records as required by law.
• Prepares journal entries for review by the Supervisor or Manager.
• Prepares taxes in assigned area monthly, quarterly, or as required.
• Provides back-up and special reconciliation support as assigned.
• Provides back-up to other Accounting Associate assignment areas.
• Provides support to other Finance & Administration positions including Senior Accounting Associates, Analysts, Supervisors, Managers, and the Deputy Director.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

Accounts Receivable:

• Tracks, monitors, and collects local taxes and other City revenues - including but not limited to permit, gambling tax, business utility tax, and admissions tax-for which the City is entitled or acts as a pass-through agent. Prepares aging reports, follows up on delinquent accounts to ensure compliance with the Kirkland Municipal Code, and collaborates with departments to resolve outstanding balances.
• Generates and issues customer invoices for miscellaneous billings not handled by automated systems (e.g., damage reimbursements, special services).
• Coordinates with external agencies and third-party processors (e.g., collection agencies, online payment portals) to support receivable processing, reporting, and collections.
• Assists in month-end and year-end revenue reconciliation, including accruals, deferred revenue, and unearned income analysis, and prepares documentation for financial reporting and audits.
• Prepares journal entries for returned bank items, property tax, and business license revenue.
• Reviews and imports revenue, including utilities and recreation revenue.
• Identifies and processes delinquent accounts in accordance with City policy and procedures.
• Tracks and reports unclaimed property, including responding to claims, researching, and coordinating issuance of replacement checks with Accounts Payable. Prepares the yearly report of unclaimed property to the State.
• Processes business tax accounts receivable including receipting, tracking, and verifying amounts.

Peripheral Duties:

• Researches and prepares journal entries for review by the Accounting Manager or Financial Planning Manager.
• Provides annual audit information and assists with various audits as requested.
• Researches and processes all returned items. Communicates with other departments regarding recording, collecting, and monitoring of uncollected funds.
• Assists in preparing summaries, researching, and compiling information and financial data used by management for decision making in areas like setting rates, distributing cost or collecting taxes. Assists in the preparation of City-wide financial statements.
• Monitors work process for improvements. Participates in the development, modification, and implementation of new policies and procedures to improve the overall efficiency, effectiveness, and integrity of the financial processes used including automation, document digitization, and internal controls to reduce manual errors.
• Coordinates division records by organizing off-site storage and destruction record keeping. Provides backup for other finance functions as needed. Responds to public disclosure requests from the City Clerk's Office.
• Performs special projects in support of the finance staff.
• Acts as liaison with other City departments regarding accounting and reporting issues.
• Performs other duties as assigned.
• Performs functions as assigned in the City's emergency response plan in the event of an emergency.

Why Kirkland?

Knowledge, Skills, and Abilities:

• Knowledge of general accounting practices and fund accounting, including debits/credits and Generally Accepted Accounting Principles (GAAP).
• Ability to work with attention to details.
• Ability to perform complex, paraprofessional-level accounting duties.
• Ability to understand and effectively operate an automated financial management and document management system.
• Ability to operate a personal computer using office automation software, including creation of complex spreadsheets, graphs, and charts.
• Ability to communicate clearly with the public and other employees, both verbally and in writing.
• Ability to establish and maintain effective working relationships with other members of a technically oriented team.
• Ability to analyze, audit, research, and reconcile records, reports, and computer-generated calculations to assure accuracy and completeness and analyze unexpected results.
• Ability to operate standard office equipment such as a 10-key calculator, typewriter, fax, and copier.
• Ability to manage multiple projects concurrently and to adapt quickly to changing priorities. Ability to independently prioritize work and manage workflow to meet deadlines.
• Ability to initiate new ideas and approaches to procedures.
• Ability to understand and implement laws, regulations, contracts, policies, and procedures.
• Ability to maintain a high degree of confidentiality and communicate sensitively and effectively with employees and co-workers concerning individual payroll matters.
• Ability to accurately process high volume of transactions.

Minimum Qualifications:

• Education: High school diploma or GED equivalent.
• Experience: 2 years of experience in bookkeeping, accounting, or accounts payable. Must be proficient in the use of spreadsheet software and personal computers including 1 year of computer data entry experience.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

Licenses and Other Requirements:

• Associate degree preferred.

Physical Demands and Working Environment:

Work is predominately performed indoors in an office environment with frequent interruptions. Work may require movement to other locations for meetings. The work requires sitting, talking and hearing; frequently requires the use of hands and fingers, handling writing instruments, computers and office supplies which require repetitive arm wrist and hand movement. Occasionally, requires standing and reaching with arms and hands, climbing, stooping, kneeling, bending or crawling. May require occasional lifting of boxes or files usually not to exceed 30 pounds.

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled. Job is open until filled with first review by 15th day of original posting date.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf at 711.

Final candidates for this position will be required to successfully complete a background check, consistent with applicable law.