POSITION SUMMARY:
This position oversees the day-to-day operations of the Finance team, which includes the Accounts Payable Specialist, Payroll Supervisor and Payroll Coordinator. This position should have the skills and abilities to perform a variety of finance functions including accounts receivable, inventory record management, expense tracking for grants, contract, and purchasing activities. Prepare financial, operational and budgetary reports and examine financial records to identify potential areas of opportunity and risk and provide solutions. This position requires extensive knowledge of accounting, procurement, and financial practices with considerable latitude for independent judgement. Information may be of a confidential nature; therefore, discretion is required. A high standard of professionalism and customer service is expected.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Overall:
1. Supervisory finance responsibilities to include training, scheduling and monitoring work, employee evaluation, enforcing work rules and issues discipline. Participates in the hiring process for Finance positions.
2. Responsible for the oversight of the accounts payable specialist for invoices received from maintenance for the segregation of duties.
3. Responsible for overseeing accounts receivable including data entry, invoice preparation, check and account statements, preparing deposits, maintaining customer accounts and contact.
4. Oversee the agency’s accounting activities, cash receipting and disbursement systems including accounts payable, accounts receivable, cashiering, travel expenses and other finance and accounting related systems.
5. Assist with the preparation of/monitor annual budget, assist with development of the capital improvement program; forecast operating expenses and revenues; compile budgets for each functional area in coordination with department managers. Assist in resolution of budget issues and requests for information. Provide financial information and support to the organization as needed.
6. Assist with the preparation of financial reports and updates for the Board of Directors. Facilitate and schedule the Board Finance Committee.
7. Assist in the management of financial policies and procedures to ensure compliance with generally accepted accounting principles, laws and regulations.
8. Assist with the preparation of the State Auditor’s Accountability Audit Report, State Bars (Budgeting, Accounting and Reporting System) reports and other financial surveys and reports.
9. Assist with the oversight of general ledger, grants management, and asset management
10. Assists the Financial Controller to ensure accounting is in accordance with generally accepted accounting principles (GAAP, GASB, IRS, State and FTA requirements).
11. Assist in the management of cash flow, including tracking receipts and disbursement of funds, verify that proper internal controls are in place to prevent unauthorized disbursements.
12. Ensure records are maintained to ensure compliance with applicable laws.
13. Prepare agency reports and ensure payments made or received are in compliance with State and Federal statutes and regulations.
14. Assist with the development, implementation, and maintenance of financial controls and guidelines.
15. Assist with the maintenance and manage depreciation schedule.
16. Assist in the review and internal audit of grant expenditure records for accuracy, reconciliation, process reimbursement requests, and evaluate current grants to determine amounts due for year-end reporting.
17. Assist with providing financial reporting for capital asset planning and development including National Transportation Database (NTD) and annual Six-Year Transportation Development Plan (TDP).
18. Submit reporting for quarterly fuel tax rebates to the Department of Licensing.
19. Research, track and resolve accounting problems and discrepancies.
20. Track all lease obligations, both physical and Subscription Based Information Technology Arrangements (SBITAS) for depreciation and capitalization to ensure adherence to GASB No. 86 and 97 standards.
21. Provide training materials for various processes including federal, state, and agency policy-based guidance, budgeting, internal inventory management and internal audit procedures, travel documentation.
22. Audit operational reports from Operations and Facilities to ensure accuracy and maximize application for budgetary and fuel reporting processes.
23. Prepare regular reports for expenses and revenue tracking; perform cost analysis for departments assigned.
24. Assist in the preparation of the sales tax report.
25. Coordinate with Operations, Maintenance and Facilities Maintenance to track fuel costs, fuel usage, and fuel deliveries.
26. Reconcile fuel invoices to DES fuel contract to ensure accurate billing procedures are being followed by vendors.
27. Assist in the preparation of the monthly fuel reports and semiannual fuel reimbursement invoice.
28. May perform annual physical inventory of capital assets and small attractive items.
29. Maintain inventory record of agency assets, record asset acquisitions, disposals and transfers, conduct annual inventory reviews and reconciliation, and conduct periodic spot checks. Obtain required documentation if an item has been removed, lost or destroyed.
30. If required, perform fare box and/or monthly pass revenue counting, reporting and reconciliation functions; prepare and fulfill monthly fare passes.
31. Create and update a variety of correspondence, records, reports, and documents that may include statistical information.
32. Assist in the management of prevailing wage classified public works projects, including vendor communications and procedure guidance, documentation tracking, project management, and project closeout for retainage required projects.
33. Generate and file all vendor Form 1099 disbursements for all 1099 classified vendors.
34. Assist in the management of all utility tracking databases and provide monthly and annual expense analysis for budgetary applications.
35. Function in accordance with company policies, procedures, and applicable Federal and state laws and regulations.
36. Position may require attendance at employees and public meetings held on weekends or at night. Travel to external locations that may require overnight, or weekend stay to attend training, meetings and conduct work.
37. Exercise confidentiality and timely completion of assignments.
38. Perform special assignments and other duties as assigned and required.
39. Provide oversight of AP clerk on all maintenance invoices.
Procurement, Contracts, Vendor responsibilities:
40. Assist with the administration and expense tracking of grants, contracts, and procurements; maintain records, forms and files to document activities and purchases.
41. Assist with preparing and recording contractual documents, including expiration dates. Work with staff assigned to manage the contract and provide advance notification of need for new solicitation, or renewal.
42. Participate and provide additional oversight and guidance for contract negotiations, research procurement requirements, lease obligations, and other concerns regarding the approval of vendor contracts.
43. Assist with reviewing contracts and payments to ensure adherence to procurement standards.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
Knowledge:
· Washington State Budgeting, Accounting and Reporting Systems (BARS).
· Generally Accepted Accounting and Auditing Principles (GAAP).
· Governmental Accounting Standard Board (GASB)
· Applicable auditing standards and risk management principles and practices
· Considerable knowledge of office procedures and advanced skills in Microsoft Office software programs and accounting software.
Skills:
· Exhibits strong supervisory skills including leadership, training, problem analysis, decision making, planning and organizing, adaptability and flexibility, time management, and conflict resolution.
· Oral and written communication skills, including English composition sufficient to compose business correspondence, reports, contracts and other document.
· Strong computer skills, including specific knowledge of Microsoft Office Suite,
database programs and financial systems software.
· Basic bookkeeping and administrative practices and skills.
· Establish and maintain effective working relationships internally and externally.
· Excellent interpersonal and customer service skills, and an ability to work effectively with members of the public, vendors and transit employees.
Abilities:
· Compute and tabulate quickly and accurately.
· Reliable and dependable attendance record to assure efficient and effective performance of job duties.
· Create and maintain spreadsheets, correspondence and records.
· Express ideas effectively both orally and in writing, with excellent organizational skills.
· Organize and maintain the filing system; operate modern office equipment efficiently and accurately.
· Demonstrated ability to use tact, discretion, confidentiality, and courtesy.
· Work in an atmosphere of frequent interruptions.
· Meet strict deadlines with a high degree of accuracy under pressure.
· Ability to work independently.
· Relate to individuals with various cultural, ethnic and social-economic backgrounds as well as individuals with special needs and possess an awareness of human needs and deal with stressful situations in a calm and professional manner.
QUALIFICATIONS AND EXPERIENCE:
Bachelor's degree in finance or accounting, or closely related field.
· Administration experience required.
· Prior accounts payable and receivable experience and expense tracking knowledge.
· Minimum of five years of increasingly responsible experience working in a similar accounting, bookkeeping and administrative position.
· Minimum of two years of supervisory experience required.
· Advance skills in Microsoft Office Word, Excel, Access.
· Grant expense reconciliation experience required.
· An equivalent combination of education and relevant experience provides the knowledge, skills and abilities required to successfully perform the job.
SPECIAL REQUIREMENTS:
Employment is contingent upon an employment reference check, post job offers criminal and credit background check and a five-year motor vehicle history report, the results of which are acceptable as determined by the employer.
Must possess and maintain a valid Washington State driver’s license. Must have and maintain an acceptable driving record through employment.
Must be able to obtain and maintain any license or certification required for the job.
WORKING CONDITIONS, TOOLS AND EQUIPMENT:
· Duties performed primarily in an office environment while sitting at a desk or computer with balance of time walking within Island Transit’s office buildings.
· Requires stooping, reaching, bending and lifting of office supplies and equipment.
· Must be able to lift and carry approximately 25 pounds, be able to hear and speak clearly to provide information in person or on the telephone.
· Typical office equipment used to accomplish job tasks: computer; multi-line telephone system; 10-key calculator, postage machine; printer; fax machine; photocopier; scanner, laminator, and binding machine.
· Must be able to read a variety of printed or handwritten material including statements, regulations, reports, and/or forms.
AT WILL EMPLOYMENT:
I understand that if employed, I am employed AT WILL and that no contract between myself and this employer is created by my completion of this application, my receiving employment, my continued employment or my receiving benefit of employment of any type. No promises of any form or nature have been made to me, no guarantee of any length of employment is or shall be binding on this Employer, unless in writing. I reserve the right to terminate my employment at any time and the Employer has the same right.
This Summary Job Description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change.
Job Type: Full-time
Pay: $91,181.00 - $132,571.00 per year
Benefits:
- 457(b)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- On-site gym
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Education:
- Bachelor's (Required)
Experience:
- increasingly responsible accounting dministrative: 5 years (Required)
- supervisory: 2 years (Required)
- grant expense reconciliation: 1 year (Required)
Ability to Commute:
- Coupeville, WA 98239 (Required)
Work Location: In person
