Financial Services Manager

Financial Services Manager

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide. The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program. The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset : people.

The Financial Services Manager reports to the Operations Division Director and manages the financial services program of the Operations Division to provide a diverse range of fiscal functions. The Financial Services program is responsible for the agency's core accounting operations in compliance with state and federal requirements, including accounts payable, accounts receivable, payroll processing, travel reimbursements, and financial reporting. The team ensures vendor and employee payments are accurate and timely, records and reconciles incoming revenues, prepares journal entries and reconciliations in statewide accounting systems, and supports fiscal year-end and audit readiness. In addition, the unit administers employee travel reimbursements in accordance with the State Administrative and Accounting Manual (SAAM), maintains internal controls to safeguard public funds, provides fiscal guidance to program areas, and ensures all transactions are processed in alignment with statewide policies. This position provides regular financial expertise to leaders in all divisions and works closely with the executive leadership team on key strategic initiatives. The Financial Services Manager is required to ensure the agency's core accounting and payroll functions operate with accuracy, timeliness, and compliance. Major accomplishments include producing error-free payroll that meets all state and federal requirements, maintaining complete and auditable financial records, and ensuring payments to vendors and employees are processed without disruption and in accordance with the State Administrative and Accounting Manual (SAAM). The position must also safeguard public resources through effective internal controls, support audit readiness, and deliver clear fiscal reporting to leadership and external stakeholders. Beyond transactional accuracy, the Financial Services Manager is expected to inform and shape agency fiscal policy, and to proactively identify innovative solutions that improve efficiency, strengthen customer service, and enhance the agency's overall financial stewardship.

The Financial Services Manager will :

• Organizes and oversees monthly, quarterly, and annual Office-wide accounting and payroll reports to ensure accuracy, compliance, and audit readiness; adapts reports meet dynamic stakeholder needs.
• Reviews financial services records, deliverables, and processes to ensure conformity with Generally Accepted Accounting Principles (GAAP).
• Reviews monthly fund and general ledger reconciliations following fiscal month close, identifying discrepancies and validating compliance with statewide requirements.
• Monitors payroll and accounting system performance; assists to develop key performance indicators (KPIs) to measure efficiency and accuracy, identifies errors, directs remedial action, and proactively communicates with leaders when performance issues arise, providing solutions to restore service levels.
• Leverages customer feedback through ongoing engagement to assess financial services processes and adjusts processes through deliberate change management, ensuring they remain customer-centric while fully compliant with applicable regulatory and professional standards.
• Oversees, engages in, and ensures the timely and accurate completion of year-end financial close activities, including the preparation and processing of journal vouchers and disclosure forms; reviews work performed by supervisors to confirm adherence to all relevant deadlines and statewide policies; coordinates with the Office of Financial Management (OFM) and agency leadership as required.
• Collaborates with the IT Division to perform an annual assessment of the agency's small and attractive assets; ensures assets comply with the state's capitalization policy in the Capital Asset Management System (CAMS).
• Builds and maintains self-reinforcing, redundant personnel systems that ensure program continuity, safeguard against single points of failure, and uphold segregation of duties to protect fiscal integrity.
• Coaches, teaches, and mentors financial services staff, conducts evaluations and performance management (if necessary); assesses staffing needs to strengthen retention and continuity; interviews and assists in hiring activities.
• Establishes work priorities for financial services personnel and monitors workloads to ensure program resources are organized to meet critical deadlines, maintain compliance, and support agency operations.
• Oversees and ensures consistent training for financial services staff, setting expectations for onboarding and refresher instruction, reviewing and approving training content developed by supervisors, and ensuring ongoing alignment with agency policies and statewide requirements.
• Manages the Office's delegated authority roster and ensures personnel are trained to carry out delegated fiscal responsibilities in compliance with statewide requirements; maintains training records to document completion and accountability.
• Manages the Office's chart of accounts, coordinating with division leadership and the Budget & Procurement program to update and upload changes into AFRS; socializes enterprise-level changes across the Office to ensure consistent application.
• Develops and manages program budget allotments in alignment with agency priorities; monitors expenditures, and makes tactical decisions to ensure program spending remains within available resources.
• Develops, revises, and makes recommendations on Office-wide policies and procedures related to financial services, ensuring consistency with the State Administrative and Accounting Manual (SAAM) and supporting compliance across accounting and payroll operations.
• Participates in the development, implementation, maintenance, and oversight of accounting systems, internal control systems, and related processes, ensuring effective use of the State's financial management software and alignment with SAAM requirements, and recommends tools to improve efficiency and accuracy.
• Serves as a member of the Operations Division management team : works collaboratively with other members of the management team to inform strategic decisions such as determining division goals, budgets, norms, and priorities.

Required Qualifications :

Preferred Qualifications :

PLEASE READ : If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

More than Just a Paycheck!

Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer