FINANCIAL SPECIALIST ACCOUNTS RECEIVABLE

The Idaho State Historical Society has an open full-time classified position for a Financial Specialist for Accounts Receivable. Applications will be accepted through 11:59 PM MST on the posting end date. About Us The Idaho State Historical Society is a trusted guide through the state's history and how it has shaped every aspect of our lives, our land, our communities, our government and our people. Created in 1881 and established as a state agency in 1907, the Idaho State Historical Society (ISHS) is an extraordinary system of cultural and historic resources comprised of the Idaho State Museum, Idaho State Archives, Idaho State Historic Preservation Office, Old Idaho Penitentiary and Historic Sites Program. Be part of an organization that makes History every day! Join a highly motivated team in a fast-paced environment dedicated to making history essential and accessible through dynamic and gratifying services that inspire, enrich, and engage all Idahoans. Summary Under the direction of the Financial Specialist Principal (Fiscal Officer), the Accounts Receivable Financial Specialist performs professional-level duties involving accounting, internal document auditing and review, financial analysis, and financial reporting. Additional duties include contact with customers, internally and externally, to explain agency and related financial business practices, responding to inquiries, and resolve professional accounting-related issues focused on the agency's receivables, lease contracts, and inventory. Implicit in the Accounts Receivable position is oversight and management of all AR, including specialized financial review; specialized financial recordkeeping of complex financial documents; responsibility for ensuring compliance with laws, rules, and policies; and applicable records retention; and performing related work. This position provides agencywide guidance and training on best practices for other agency professional and/or support staff related to AR, the use of accounting applications, and the use of agency fleet. The Accounts Receivable Financial Specialist is expected to consistently provide outstanding customer service to the community and the staff and to enhance the stewardship of the agency. Job Responsibilities Monitor, evaluate, code, and process Accounts Receivable; maintain and manage agency lease agreements, fleet, and inventory to ensure compliance with laws, regulations, and policies. Manage agency invoicing, maintain customer accounts, track payments, and follow up on delinquent accounts; allocate and code receipts; scan documents and maintain files; and process revenue in compliance with State of Idaho and federal laws and regulations. Review documentation, allocate and code revenue, and process financial documents in compliance with State of Idaho policies and regulations. Maintain logs and manage accounts receivable (online and paper) files. Audit and reconcile customer accounts as necessary. Identify and correct errors and discrepancies related to multiple site revenue streams, as well as maintain logs and ledgers of daily deposits for cash and credit card receipts reconciled with the POS/CRM system and state accounting system (Luma). Maintain and manage agency inventory and fixed asset data entry and tracking. Maintain and manage, in partnership with the ISHS Maintenance Team, fleet management, maintenance, and reservations. Provide training and assist in desk manual development and maintenance for agencywide individuals and workgroups with cash receipts, including but not limited to daily revenue reconciliation and deposits, ad hoc reports, and inventory tracking and monitoring. Build ad-hoc reports in partnership with the Development Administrator and Membership Coordinator, utilizing SCO applications, POS/CRM, QuickBooks, and Excel for membership and donor pledge payment invoicing and tracking. Ensure compliance with State of Idaho laws, regulations, and policies to help improve the agency's internal and cash controls. Maintain and manage, in partnership with the Financial Specialist Principal, the agency's annual internal inventory of State of Idaho property, including but not limited to tracking current inventory; identifying, tagging, and adding incoming items that meet ISHS and State policy for inventory; and identifying and properly disposing of items that meet useful life limits per ISHS and State policy. Track, prepare, and submit monthly sales tax through the Idaho State Tax Commission portal (TAP)Maintain positive communication and provide professional assistance related to accounts receivable to internal and external customers. Maintain and enhance internal controls for ISHS to ensure compliance with laws, regulations, and policies. Ensure data is accurately entered into all agency and State computer applications. Audit and reconcile customer accounts. Work as part of ISHS Fiscal Team to close out the fiscal year. Crosstrain in fiscal office responsibilities. Support the Financial Specialist Principal with grant management and monitoring. Enhance communication with internal and external customers. Enhance internal controls for all agency and State computer applications. Other Responsibilities Conduct intermittent and recurring financial reporting and reconciliation. Provide phone coverage and open mail. Manage daily pick-up of deposits from workgroups and deliver to the bank. Manage Idaho History Center room and space rental reservations. Provide support for Accounts Payable Financial Specialist. Some travel and weekend and/or evening hours may be scheduled. Perform other duties as assigned. Other Abilities Ability to identify and correct errors and discrepancies. Ability to determine proper cost or revenue allocations. Ability to maintain logs, ledgers and work/spreadsheets. Ability to review completeness and process financial documents and ensure their compliance with laws, regulations and policies for approval or recommended approval. Ability to maintain effective working relations with employees, officers and external customers. Strong skills in using computer systems to develop and maintain records, documents and financial data. Strong verbal and written communication skills. Ability to work under pressure and in stressful situations with limited supervision. Possess excellent organizational skills and ability to handle multiple competing projects simultaneously. Exhibit strong interpersonal skills in working with clients and contribute to a work environment that embraces the development of positive, trustful, influential relationships Currently have or have the ability to obtain a valid Idaho driver's license. Minimum Qualifications (Required) Good knowledge of: Accounting Principles and Practices- Typically gained by at least four years of professional work experience applying Generally Accepted Accounting Principles (GAAP), usually gained as a bookkeeper, accountant OR an associate's degree in accounting AND at least two years of professional work experience as described above. Preferred Qualifications (Not Required) Good knowledge of: Reconciliation and balancing financial transactions-Typically gained by at least three (3) years of professional work experience reconciling and balancing financial transitions usually gained as a bookkeeper, accountant OR an associate's degree in accounting AND at least two (2) years of professional work experience as described above. Financial recordkeeping-Typically gained by successful completion of at least two (2) college accounting courses; OR successful completion of one college course and six months of work experience; OR at least three (3) years of work experience.

Some knowledge of:

State budget and appropriation monitoring- T ypically gained by 1-2 years of work experience monitoring a state budget and appropriations as a primary job duty.

Experience:

Researching and compiling financial information and preparing summaries and reports, summarizing conclusions with accompanying recommendations; using personal computers to enter, retrieve, and edit financial data- Typically gained by one(1) year of experience researching and compiling financial information and preparing summaries and reports OR two courses or training programs related to business writing AND six months of experience researching and compiling financial information and preparing summaries and reports. Analyzing and researching data for accuracy, trends, and variances to ensure acceptable business practices and procedures have been followed and for compliance with federal and state laws and regulations-Typically gained by successful completion of at least two college accounting courses; OR successful completion of one college course and six months of work experience; OR at least one(1) year of work experience. Using State Controller Office accounting Enterprise Resource Planning (ERP) system, Luma, and its various applications related to Financials & Supply Management, Expense Management, and Enterprise Reporting Cognos Analytics-Typically gained by at least one(1) year of work experience using State Controller Office accounting Enterprise Resource Planning (ERP) system, Luma, and its various applications related to Financials & Supply Management, Expense Management, and Enterprise Reporting Cognos Analytics, or similar ERP software. Benefits The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.• EEO/ADA/Veteran The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws. The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (

TTY/TTD:

711), or email ada.coordinator@dhr.idaho.gov. Preference may be given to veterans who qualify under state and federal laws and regulations.