Program Accounting Manager (WMS2)

State of Washington•Multiple Locations Statewide, WA

22h•Remote

About The Position

The Program Accounting Manager leads the people and systems that ensure compliance with both State and Federal requirements. This job is a commitment to strong internal controls, data accuracy and thoughtful leadership. The Financial Services Division (FSD) provides professional accounting, budget, contracting, and internal control services that support Commerce’s financial health, and ensures financial compliance with state and federal regulations and accurate financial reports for the Annual Comprehensive Financial Report (ACFR). The Program Accounting Manager leads the Program Accounting unit and reports directly to the Managing Director of Accounting Services. This position provides agency-wide leadership for federal and program accounting, contract payables and receivables, loan accounting, federal award management, cost allocation, indirect revenue collection, cash receipting, accounts receivable billing, chart-of-accounts administration, and other complex financial activities. This position plans, coordinates, and directs the unit’s accounting, reporting, reconciliation, compliance, and audit-support responsibilities. The position also serves as the agency’s federal Authorizing Official in SAM.gov, implements the department’s cost-allocation plan, oversees the financial data integrity of the Contract Management System, leads system testing and process improvements, and contributes to the financial design of agency loan programs. The Program Accounting unit ensures data integrity and manages contract payments for state, local and federal programs, accounts receivable contracts, federal award management, loan management, cost allocation, indirect revenue collection, cash receipting, accounts receivable billings, chart of accounts, and special financial projects as needed, ensuring financial compliance with federal and statewide regulations in addition to performing department-wide financial activities which significantly contribute to the department’s ability to maximize state, local and federal resources. Through this work, the Program Accounting Manager reduces financial risk, strengthens critical internal controls, supports accurate and timely financial reporting, and helps ensure Commerce remains eligible to receive and responsibly administer state and federal funding.

Requirements

A combination of education and/or relevant experience, equal to seven (7) years of professional financial experience within a state, local or tribal government which includes experience with accounting policy, federal and state requirements, federal grants management, accounting and auditing standards, and internal control requirements.
Three (3) years of management/leadership experience, to include all aspects of workforce and performance development and direct supervision.
Intermediate skill level in Microsoft Excel and Word.
Knowledge of Office of Management and Budget (OMB) Uniform Guidance on Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance)
Demonstrated experience in process improvement and problem solving
Ability to effectively represent the best interests of the department to auditor, OFM or federal monitoring teams
Demonstrates creative, collaborative and trustworthy behavior
Results Focus – Targets and achieves results, sets challenging goals, prioritizes tasks, overcomes obstacles, accepts accountability, sets team standards and responsibilities, provides leadership
Organizational Savvy – Operates within organization’s formal and informal structures, builds allies and relationships across departments, builds consensus and creates results, is appropriately diplomatic, understands others’ roles and perspectives, can sell projects and ideas across the organization
Coaching – Listens more than speaks, asks questions, helps employees do the problem solving
Customer Service Oriented – focused on meeting customer goals
Ensures Accountability – Demonstrates the ability to hold self and others accountable by establishing clear expectations, deadlines, workload priorities, and quality standards. Provides follow-up, coaching, and performance feedback to ensure commitments are met and addresses performance concerns as needed. Ensures fiscal accountability by adhering to applicable financial regulations, standards, and guidelines.
Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
Communicates Effectively – Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Manages Complexity – Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Demonstrates the ability to analyze and translate complex financial data, processes, and systems so that financial information is easily understood by fiscal and non-fiscal employees.
Demonstrates self-awareness – Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses and continual growth and learning.
Instills Trust – Gaining the confidence and trust of others through honesty, integrity, authenticity and competency.

Nice To Haves

Two (2) years of experience in the preparation and/or managing of cost allocation plans or federally negotiated indirect rates
Certification as a Public Accountant, Internal Auditor, Certified Governmental Financial Manager or Management Accountant
Three (3) years of experience with governmental accounting and Washington state financial systems (e.g. Agency Financial Reporting System (AFRS), Financial Toolbox, and Enterprise Reporting)
Detailed knowledge of loan financial requirements, amortization schedules, and impact on financial statements

Responsibilities

Serves the principal financial advisor to the Accounting Managing Director and the Chief Financial Officer/Assistant Director for Financial Services Division on all financial and business matters related to federal grant management and loan receivables.
Supervises 12 financial analysts in the Program Accounting unit including planning, leading, organizing and controlling the work performed by the unit; assuring appropriate and optimal use of the organization’s resources and enhancing the effectiveness of employees through timely appraisal and professional development opportunities; supporting effective communications and relationships throughout the agency; maintaining the highest standards of personal, professional and ethical conduct and supporting the State’s goals for a diverse workforce. This position ensures unit goals and office expectations are met, and that there is adequate back up for all tasks within the scope of this unit.
Manages the activities of employees that perform program accounting (revenue and expenditures), federal and state grant compliance, federal cash management, contract payables, journal vouchers, accounts receivable, loan receivable establishment and management to ensure compliance with all applicable federal, state, and agency laws, rules and guidelines covering accounting and auditing.
Establishes, communicates, and monitors clear work expectations for direct reports and their assigned staff, including due dates, expected turnaround times, processing standards, documentation requirements, workload priorities, and quality expectations. Ensures expectations are applied consistently across the unit and holds supervisors and staff accountable for meeting established deadlines and performance standards. Identifies inefficiencies, implements process improvements, and provides direction, coaching, and follow-up when work is not completed timely, accurately, or in accordance with established expectations.
Develops, recommends and implements agency financial policies and procedures involving federal and state grants management and loan administration to ensure compliance with federal laws and regulations, Washington laws, OFM policies and procedures and Generally Accepted Accounting Principles. Works closely with program areas to maintain adequate controls over administration.
Researches and interprets complex state and federal laws, rules and regulations and provides consultative services to programs for fiscal related questions.
Reviews federal grant applications for fiscal practices, analyze financial viability and ensuring grants (or programs) include sufficient provisions for indirect and administrative costs of the agency. Makes recommendation to pursue or not pursue a grant with proper justification based on financial viability analysis.
Coordinates with program, budget and accounting teams to ensure grants are properly set up for tracking in accordance with federal requirements and accounting principles. Monitors federal expenditures to stay within budgets and restrictions for federal, state, local matches and administrative costs and manages federal grant reporting and reimbursement (aka draw) systems to ensure timely draws to maximize state cash flow and resources as well as maintain federal compliance. Coordinates journal vouchers needed for federal and state funds management with appropriate program budget coordinators.
Manages the department’s contract payments and contract data integrity ensuring timely and accurate payments and financial compliance with federal and statewide regulations.
Acts as the central agency fiscal contact for all loans. Provides consultative services for loan terms and fiscal practices and ensures loans have consistent and fair practices and are properly captured as payments to contractors are made and that receivables are properly established and managed. Recommends approval or disapproval of loan write-offs and coordinates and maintains the allowance for uncollectible loans in accordance with OFM requirements and accounting principles.
Prepares the cost allocation estimates, and prepares and updates various bases used for allocating costs and making direct charges (i.e. number of FTEs, number of users, site location limitations, funding source limitations and other such determined reasonable bases). Updates accounting records monthly based on actual division expenditures to fairly distribute allocated costs.
Monitors indirect spending and collections and provides guidance to senior managers on funding options as they relate to cost allocation, indirect and direct costs.
Applies cost allocation and the indirect rate per approved bases and to allowable sources and monitors indirect collections.
Prepares and submits Federal disclosure statements for state-wide Annual Comprehensive Financial Report, ACFR and year end adjusting entries to properly reflect grants and loans receivables at fiscal year end and biennium close.
Maintains federal systems security
Serve as fiscal liaison with federal and state auditors to provide information and resolve any issues.
Serves as one of the Accounting Services main representatives with the budget coordinators group by attending meetings, presenting issues or changes regarding accounting items, and addresses information requests and preparation of necessary accounting materials.
Provides supervisory back-up for all Program Accounting functions.