Accounts Payable Administrator

Jamestown S’Klallam Tribe is seeking a highly organized and detail-oriented Accounts Payable Administrator to manage all aspects of the accounts payable functions for Tribal government operations. This includes oversight of grant and contract-related payments, vendor communications, travel reimbursements, contract compliance, and more. The ideal candidate will possess strong interpersonal skills, a solid background in fund accounting, and the ability to work both independently and as part of a collaborative team.

Essential Functions:

Administer the electronic purchase requisition system for Tribal governmental operations, including but not limited to grants/contracts, general governmental operations, Medical Clinic, Dental Clinic, etc. This includes assisting staff with training and technical needs and posting of invoices from the electronic purchase requisition system to the accounting system. Reconciling information input by staff to the electronic system with documentation.

Manage Personal Service/Independent contracts for the Tribal organization.

Supervise contract monitoring and compliance. Perform periodic routine checks for compliance of time, hourly rate, duration of contract, etc. Monitor proper approval of each contract invoice. Resolve contract payment disputes and confer with contractors concerning contract payments and compliance. Communicate contract policies to program coordinators. Ensure there is a current W-9 on file for each contractor and conduct annual 1099 reporting accordingly. Prepare, organize and maintain contract files and records.

Assist staff and Directors with correspondence, reports, and records. This includes internal accounting reports as well as external correspondence with vendors.

Understand all aspects of the accounting department in order to act as a backup in cases of absence of other accounting staff. Participate in accounting office staff projects.

Manage all aspects of travel-related documents for all Tribal staff, Tribal Council, and committee members (i.e., process travel advance requests and reconcile with travel vouchers). Monitor federal mileage rate, training fees, and Continuing Medical Education expenses.

Manage and reconcile Tribe’s Government Travel Account ensuring the Tribe is in compliance with the guidelines of this program.

Complete check runs on a weekly basis based on applicable due dates of invoices to ensure timely payments to vendors. Reconcile statements from vendors monthly.

Responsible for all correspondence and communications with vendors and contractors. This includes account disputes, negotiations, and problem resolution.

Complete 1099 reporting for all contractors & consultants, committee members, child care providers, etc.

Monitor all utility accounts, phone, and cell phone accounts.

Obtain all attendance records for all Tribal Committee meetings and issue annual stipends in accordance with Tribal policy. Issue payment for Tribal Council, Fish & Game, JKT Gaming Board, and Gaming Commission stipends on a per-meeting basis.

Prepare Annual Elders Holiday and Summer gift checks to all of the Tribe’s Elders.

Assist Accounting Assistant with accounts payable processing.

Adhere to all JST policies and procedures, including but not limited to standards for safety and work practices as described in the Occupational Exposure Control Plan.

Perform additional duties as assigned.

Requirements:

Associate’s degree and two (2) years bookkeeping experience, or four (4) years’ experience in working with a fund accounting system.

Knowledge of fund accounting software and/or electronic purchasing systems.

Computer proficiency in Microsoft Office Suite.

Exceptional interpersonal skills including effective verbal and written communication.

Ability to be flexible and assist other staff in completing projects.

Excellent organizational skills and the ability to prioritize multiple tasks.

Effective time management, decision-making, and problem-solving skills.

Demonstrate initiative and work independently with little supervision.

Ability to travel locally and regionally as assigned.

Valid Driver’s License.

Must be able to successfully pass a criminal background investigation.