Finance Assistant

Finance Assistant

Under the direction of the Deputy Chief Financial Officer (CFO), the Finance Assistant performs a broad range of administrative tasks supporting the CFO, including the handling of both routine and confidential correspondence, scheduling meetings and document management. This position also supports the entire Finance department and is responsible for specific accounting duties including processing accounts receivables and weekly cash receipts, as well as assisting with financial audits. The Finance Assistant provides administrative support for the San Diego Transit Corporation (SDTC) employee pension plan, including tasks such as payment processing and preparing meeting minutes.

Essential Functions

• Routes for CFO approval and signature of all relevant documents including contracts and checks under their authority.
• Drafts, types, edits and proofreads correspondence, reports, contracts, forms and a variety of other documents for the CFO.
• Assists with the creation and maintenance of streamlined document flow within the finance department and all corresponding departments.
• Assists the CFO in coordinating of organization's Performance Incentive Program (PIP) goals and the subsequent consolidation of departmental goal achievement results.
• Ensures that correspondence and report deadlines are met and that all information distributed is accurate and complete.
• Attends, clerks and records minutes for all Budget Development Committee (BDC) meetings and SDTC Pension Investment Committee meetings. Also periodically attends, clerks and records minutes for MTS Executive Committee (EC) and Board meetings.
• Attends monthly Pension Board meetings for visibility of upcoming pensioner distributions.
• Schedules meetings and prepares meeting venues with all necessary equipment and documents.
• Reviews all organizational travel expense reports to ensure compliance with agency policies.
• Maintains monthly updates to the travel authorization report to provide CEO and CFO visibility on agency travel.
• Processes the San Diego Transit Corporation Pension Plan payment request forms for Trustee payment.
• Reviews SDTC Pension Plan bank statements and assists in the consolidation of Plan financial statements.
• Assists in pension related functions such as meeting participation, pension retirement calculations, and Qualified Domestic Relations Order (QDRO) requests.
• Maintains the Finance Procedures Manual.
• Participates as a Finance representative in Request for Proposal (RFP) evaluations and negotiations.
• Updates Finance Forms annually and uploads to the MTS Intranet.

Essential Functions – Accounting Role

• Processes all organizational Account Receivable (AR) invoices in SAP.
• Assists with monitoring the AR aging report to ensure customers pay in a timely manner, and makes subsequent customer collections calls outside of invoice terms.
• Processes all invoice-related cash receipts in both accounting systems, SAP and Sage.
• Serves as an agency Purchase Card (P-Card) holder.
• Tracks all non-fare marketing revenue receipts on a monthly basis to ensure all revenues are received and in alignment with contractual terms.
• Serves as the Petty Cash custodian for MTS.
• Adds and maintains new vendors in SAP.
• Reviews and validates compliance on various Finance related contracts, including SDTC Pension contracts.
• Performs other duties as assigned.

Qualifications

Knowledge, Skills, and Abilities Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire; ability to complete a variety of administrative and executive task support for the CFO and finance team in a timely, accurate manner with minimal supervision; ability to perform all accounts receivable functions and other financial administrative tasks as assigned by the Controller; ability to work independently, using initiative to evaluate and/or analyze existing practices in order to develop new or revised procedures to assist in increasing productivity levels; ability to understand finance-related terms.

Physical Requirements The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/Licenses Possess a high school diploma or GED. Two years of administrative experience is required. Previous experience supporting an executive-level figure and/or entry level finance/accounting experience is preferred. Must possess and maintain a valid California Driver License or be able to utilize alternative transportation when needed to perform job-related essential functions.

General Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background and credit check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35.

Salary Grade Salary offers are based on factors such as the knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors. This position is in salary grade #6, which has a minimum of $61,516 and a maximum of $87,353. Salary grades are typically adjusted annually to ensure they remain market competitive.

MTS offers competitive benefits including, but not limited to, medical, dental, and vision coverage for you and your family, paid time off, retirement plans, and wellness programs.

Additional perks and benefits include:

• Employer-paid holidays (up to 13 per year, including 3 floating holidays)
• Free transit pass for you and your family
• On-site gym and gym membership reimbursement
• Walk, run, and bike event reimbursement
• Employer-paid bereavement leave and jury duty
• Tuition reimbursement
• Public Service Loan Forgiveness eligibility
• Company-paid training and professional development opportunities
• And much more!

The above-described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time. EEO is The Law - Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

MTS is an Equal Employment Opportunity Employer with an ongoing commitment to treat all people, including customers, co-workers and the public at large, with dignity and respect. As a public transportation agency, MTS is committed to providing an inclusive workplace that reflects the diverse communities in which we work and live. MTS supports and promotes an environment that is free of discrimination and harassment. MTS recruits, hires, trains and promotes individuals without regard to race, such as hair texture and hairstyles), color, religion, ancestry, national origin, age (40 years or older), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender, gender identity, gender expression, marital status, medical condition (cured or rehabilitated cancer), physical disability, mental disability, reproductive health decision-making, genetic information (including family medical history), military or veteran status, or any other protected class. MTS encourages veterans, military spouses and people from different backgrounds to apply for open positions for which they are interested. Additionally, MTS employees are encouraged to refer qualified candidates from all backgrounds and age groups. At MTS, we are committed to a fair and equitable workplace where everyone is a respected and valued member of the team.