This position processes, prepares and maintains a variety of financial documents and reports, ensuring proper processing, accurate account coding, and timely payment of accounts payable claims, Department records, accurate billing and cash deposits of receivables. This position may also provide customer service and cash handling in person and on the phone, assist with filing and preparation or correspondence and other documents. The position will have a general understanding of the different clerical functions within the Administrative Services office, and provides clerical support to managerial and administrative staff, of the Department of Administrative Service, Facilities Maintenance, and Risk Management.

This position requires applicants to pass a test – NCRC Work Keys – no later than 2/9/2023 .

• Clerical Exam:

Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys – National Career Readiness Test (NCRC) or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.

Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years.

Test Cost is $78.50.

LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays.

Testing is available by appointment only.

Applicants must take the NCRC tests no later than 3 business days after the job announcement closes.

To schedule testing, individuals can register at : www.registerblast.com/lowercolumbia or call the Testing Center directly at 360-442-2353

Benefits Information:

Cowlitz County offers a generous benefits package which includes:

• Medical/Dental/Vision (includes dependent coverage)
• VEBA/Health Retirement Account for those who qualify
• Retirement through Washington State Public Employees Retirement System
• Life Insurance
• Deferred Compensation plans available (457b)
• Vacation, Bonus and Leave Days Paid
• 10 Paid Holidays
• Reasonable work hours

The County

Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas.

Essential Duties and Responsibilities:

Account Clerks are assigned to both generalized and specific duties as their primary and backup responsibilities which maybe rotated periodically among staff. Account Clerks assist each other as needed or as assigned to fulfill the responsibilities and services of the Department. The duties may include any combination of the following:

Customer Support:

• Maintain accounting information and records to assist the Budget Analyst with billing and account receivables.
• Responsible for balancing receipts with money and making deposits of money received.
• Responsible for accounts payable functions including auditing and coding invoices, preparing vouchers, electronic data-entry, and balancing the variety of reports. Submit vouchers to the Auditor’s Office for payment by given deadlines.
• Customer service duties that may include: answering phones, screening and directing calls, attending to the general public questions, taking and forwarding messages.
• Typing, reproducing, and distributing written communications. Maintain files and computer records; including scanning of documents.
• Maintain office supplies inventory and assist with preparing orders.
• Provide general clerical support to the managerial and administrative staff of Administrative Services.

Facilities Maintenance:

• Gather, calculate and pay applicable vouchers to various state vendors. Including Capital, Certificate of Insurance, and Affidavits filed. Preparation of various progress billings in accordance with scope of work of capital projects.
• Perform accounting and clerical functions to support the administration and coordination of Facilities Maintenance.
• Maintain contract files both electronically and physical with all capital backup for auditing purposes.

Risk Management:

• Gather, calculate and bill applicable grant billings to various state agencies. Preparation of various quarterly reports such as Labor & Industries and Department of Revenue Leasehold Excise Tax reports.
• Assist injured workers, their supervisors and department heads, with worker’s compensation issues and documentation. Complete, distribute, and send all required forms and reports concerning each incident and all state required self-insurance worker’s compensation documents.
• Maintain worker’s compensation files, mandatory records and logs; oversee mandatory worker’s compensation postings. Maintain other risk management related records (e.g. MSDS, insurance certificates, employee-vehicle accident files, statement of values of structures and property content, liability claims).
• Perform accounting and clerical functions to support the administration and coordination of Risk Management.
• Reconcile bills and time loss once approved by the Third Party Administrator, timely and accurately.
• Maintain communication with the Third Party Administrator. Assists Risk Manager to administer worker’s compensation claims.
• Schedule training. Reserve, prepare, and clear training room, and training materials. Prepares certificates and cards.
• Maintain training database. Assists to ensure training attendance and set up accommodating training schedules.
• Maintain, organize, and provide training supplies.
• Assist with ergonomic assessments to support the administration and coordination of Risk Management.
• Assist in gathering and organizing information for completion of underwriting.

Non-Essential Duties:

• Perform other duties or special projects as assigned. Train or provide guidance to new department personnel.
• Attend and participate in staff meetings; attend meetings regarding worker compensation cases as requested.
• Use clerical and math skills to maintain records; prepare, review and audit reports; and compile statistical information.

Minimum Qualifications:

• Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.
• Working knowledge of accounting principles and their application to maintaining accounting records and preparing financial reports.
• Ability to work and operate a personal computer. Experience with standard Microsoft software products.

Required Skills and Abilities:

• Able to deal courteously with the public and county employees requiring services. Possess interpersonal skills.
• Able to work in a cooperative and multi-task work environment; and able to meet deadlines.
• Communicate effectively orally and in writing. Able to communicate in a professional business-like manner.
• Able to exercise discretion over sensitive and confidential issues related to the department and its business.
• Self-motivated to apply independent judgment to manage own essential responsibilities and assist other areas as needed.
• Able to work well independently. Possess time management skills in order to accomplish all the essential duties at the rate required by standard practices/policies set forth. Meet daily work deadlines and assignments.
• Ability to handle job stress and interact effectively with others in the workplace.

Cowlitz County offers a competitive benefits package for Full-Time employees, including:

• Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility.
• Paid holidays, vacation, and sick leave.
• Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired.
• Employee Assistance Program employees and family members for help with personal or family issues.
• Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.