Human Resources

Job Location

County of Chelan Sheriff's Office 401 Washington Street Wenatchee, WA 98801

Description

Salary; BA11 Steps 2-4 $4,885.73- $5,341.18 Longevity Steps 5-8 $5,586.13- $6,396.92

The position includes a state retirement system, with a deferred comp program available. Health insurance package includes Medical, Dental, and county contributions to a personal health savings account. Includes up to 11 paid holidays and additional floating holidays per collective bargaining agreement. Along with monthly accrued vacation and sick leave. 

JOB SUMMARY
The Business Assistant – Finance & Payroll position performs specialized payroll, accounting, and fiscal support functions for the Sheriff’s Office, with primary responsibility for timekeeping and payroll processing, accounts receivable and payable, preparation of invoices and billings to outside agencies, and reconciliation of financial data using County financial systems. The position provides administrative assistance such as providing customer service in a law-enforcement environment.

The position requires the ability to exercise sound judgment, maintain strict confidentiality, and work with sensitive personnel, payroll, and criminal justice information.

DISTINGUISHING CHARACTERISTICS
This position is distinguished from other administrative support roles by its emphasis on:
• Complex payroll and timesheet auditing and reconciliation.
• Accounts receivable and payable processing in County systems.
• Creation of invoices and billings for inter-agency services.
• Interpretation of labor agreements, County policy, and payroll regulations.
• Limited backup responsibility for Sheriff’s Office records and front-counter operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Finance, Payroll & Accounting (Approximately 90%)
• Perform complex payroll processing, including review of timesheets, leave usage, overtime, specialty pay, retroactive adjustments, stipends, and separation entitlements.
• Analyze payroll submissions for completeness, accuracy, and compliance with labor agreements, County policies, and applicable regulations; research and resolve discrepancies prior to payroll submission.
• Run payroll and accounting system processes; generate verification reports; reconcile departmental records with Auditor or County systems to ensure balances prior to final submission.
• Serve as a primary point of contact for payroll questions; provide training and technical assistance to supervisors and staff on timekeeping procedures.
• Prepare accounts payable vouchers and supporting documentation.
• Create and track accounts receivable invoices and billings in County financial systems for services provided to other agencies or governmental partners; respond to billing inquiries.
• Maintain payroll and fiscal records in compliance with audit and retention requirements.
• Compile payroll, billing, and labor-cost statistics; prepare reports and assist with budget monitoring as requested.

Administrative Support (Approximately 10%)
• Provide professional customer service at the front counter and by telephone; respond to inquiries or direct individuals to appropriate personnel; manage difficult or emotional interactions in a calm and respectful manner.
• Prepare correspondence, forms, invoices, and reports using County software systems.
• Perform general office duties such as ordering supplies, copying, scanning, scheduling, and distributing correspondence.
• Coordinate information with other County departments and outside agencies as assigned.

SUPERVISION RECEIVED AND EXERCISED
Works under general supervision following established procedures and deadlines. Exercises independent judgment in payroll and fiscal matters. May provide functional guidance and training to staff related to timesheet and billing processes. This position is not expected to perform direct supervision of staff.

QUALIFICATIONS
Knowledge and Abilities
• Knowledge of payroll practices, accounting principles, and governmental financial systems.
• Ability to interpret labor contracts, County policies, and regulatory requirements.
• Proficiency in Microsoft Word, Excel, Outlook, and financial software systems.
• Strong mathematical, analytical, and reconciliation skills.
• Ability to maintain the strictest confidentiality related to information and materials handled.
• Effective oral and written communication skills sufficient to exchange information and receive work direction.
• Ability to exercise sound judgment and initiative in selecting work methods and resolving problems.

MINIMUM REQUIREMENTS
• At least 21 years of age.
• Must be authorized to work in the United States.
• High school diploma or GED required.
• Associate Degree (2-year) in Business Administration, Accounting, Communication, or a related field OR one-year accounting certificate or related coursework PLUS two (2) years of relevant experience, OR an equivalent combination of education and experience.
• Computer proficiency and keyboarding ability.
• Must successfully pass a background investigation, including psychological and polygraph examinations as required by the Sheriff’s Office.
• Must meeting hiring standards and may be subject to Civil Service testing.

WORKING CONDITIONS
Work is primarily performed in a fast-paced office environment with frequent interruptions and contact with staff and the public.
As a member of the Sheriff’s Office, the employee may be required to view or process sensitive or graphic material and may occasionally be called upon to assist outside of regular business hours or in support roles during incidents.
Occasional travel to other County departments or community locations may be required.
 

Additional Information

• PDF application available here.