Accounting Assistant

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WHO WE ARE

Mason County Public Transportation Benefit Area, doing business as Mason Transit Authority (MTA), is a Public Transportation Benefit Area (PTBA) Authority, authorized in Chapter 36.57A RCW, located in Mason County, Washington. The service was approved by Mason County voters in November 1991, and MTA began providing public transportation in December 1992. The service area is all of Mason County, where road access is available, with connections to adjacent counties.

WHAT WE DO

MTA transportation services consist of Fixed Route local and regional deviated fixed routes, Worker/Driver commuter service to Puget Sound Naval Shipyard (PSNS) and Demand Response. These services are provided with diesel and hybrid 35' transit buses, cutaways, and vans. MTA is currently exploring alternatively fueled vehicles such as propane, hydrogen, and electric. Facilities include Johns Prairie maintenance base, the downtown Shelton Transit-Community Center, and a Belfair park and ride complex. MTA supports a network of park and ride facilities that are located throughout the County by managing and providing routine maintenance for locations owned by Washington State Department of Transportation (WSDOT), the County or others.

OUR MISSION

We provide transportation choices that connect people, jobs, and community, increasing the quality of life in Mason County.

Overview

Under the direction of the Finance Manager the Mason Transit Authority's (MTA) Accounting Assistant position performs general accounting support through processing of accounts receivable/payable, invoicing, deposits, and assistance with monthly and annual reconciliation. This position also works closely with the Administration department as additional support as needed. Incumbents are responsible for providing excellent customer service, resolving customer concerns and questions in a timely and effective manner. Tasks and interactions frequently contain confidential/sensitive information necessitating discretion at all times.

• Accounting Assistant Salary Range - $22.20 - $30.21 per hour DOQ, Non-Exempt subject to FLSA requirements.

Comprehensive benefits package includes: Mason Transit Authority offers an excellent benefit package which includes 95% employer paid Medical/Dental/Vision for employee and dependents, life, optional additional life, long-term disability, EAP, 11 paid holidays, vacation accruals based on years of service that begin at 3.69 hours per pay period (12 days per year), additional 1.69 hours of paid sick leave per pay period in addition to the required WA Paid Sick leave (total 12 days per year), two (2) 8 hour personal days per calendar year, three (3) days of bereavement leave per loss of immediate family member, Washington State Public Employees Retirement System (PERS) plan options, and optional Deferred Income (IRS 457 plans) retirement plans. In addition, position is eligible per permitting circumstances inclement weather pay, meeting and training pay, and education assistance.

Position is open until filled.

Supervision received from: Finance Manager

Supervision exercised over: N/A

ESSENTIAL DUTIES:

FINANCE

• Responsible for daily receipt deposit process, prepare deposit, review cash receipts entered into accounting system for accuracy and correct account coding; coordinate deposits with Mason County Treasurers Office. Monthly reconciliation of Mason Transit deposit records to Mason County Treasurer's financial reports.
• Responsible for all Accounts Receivable (AR) processes; prepare timely pass billings to various agencies. Generate invoices for Transit-Community Center (T-CC) events, variable and long-term leases as contract terms dictate, Community Van use, and billing of contracted Maintenance repair services.
• Responsible for Accounts Payable (AP) processes: Process all invoices for payment, ensuring that invoices are coded in accordance with the budget and BARS manual, and proper authorization from various department managers is obtained. Verify payment has not previously been made, and that the amount invoiced is correct. Interact with vendor accounting offices to maintain reconciled account statuses. Prepare audit certification prior to check run and obtain authorization for payment, print checks, submit checks to General Manager or authorized check signer, distribute signed checks, and file paid vouchers.
• Assist with preparing necessary monthly journal entries and compiling monthly financial reports.
• Assist in preparing quarterly, monthly and annual financial data for state and federal agencies including the Washington State Auditor's Office, Washington State Department of Transportation, and Federal Transit Administration.
• Assist in preparing and filing Department of Revenue quarterly Combined Excise Tax and Leasehold Tax returns.
• Assist with reconciling physical inventory counts, maintain general ledger reconciliation between accounting and maintenance software. Investigate and correct discrepancies.
• Assist with procurement processes.
• Within AP process responsible for applying vendor invoices and transacting vehicle parts inventory in Faster system. Reconcile material packing slips, POs and part counts. Work with Maintenance and Finance Manager to resolve receiving problems. Perform administrative tasks involved in returning merchandise/cores to vendors as required.
• Maintain monthly bus pass inventory and corresponding records; responsible for pass distribution and reconciliation of pass sales and associated revenue.
• Perform a variety of financial spreadsheet applications, including routine updates and data entry responsibilities for existing spreadsheets. Perform new spreadsheet setup and design as assigned.
• Assist in maintaining a variety of financial records and data. Respond to staff inquiries related to areas of responsibility.
• Cross train within department functions to accommodate unforeseen circumstances and vacations.
• Assist with reviewing, modifying, and documenting business processes for optimal efficiency and internal controls.
• Respond to staff inquiries related to areas of responsibility.

GENERAL ADMINISTRATION

• Assist with writing procedures for areas of responsibility. Organize and prioritize assignments to achieve maximum efficiency and meet established goals.
• Assist with ongoing records management.
• Assist the Finance and Administration staff with special project assignments and general office support as needed.
• Organize and prioritize assignments to achieve maximum efficiency and meet established goals.

OTHER FUNCTIONS

• Serve on committees, task forces and other work groups.
• Perform other duties as assigned and any duties of a similar nature or level needed to achieve MTA's vision of Driving our community forward.

The job duties as defined are an accurate reflection of the work to be performed by this position.

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.

This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with this job; it is intended to be an accurate reflection of those principal job elements essential for making fair pay decisions about this job.

Mason Transit Authority is an equal opportunity employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veterans status, disability status, sexual orientation, or any other basis prohibited by federal, state, or local law. Please let Mason Transit Authority know if you need accommodations in order to participate in the application process.

Mason Transit Authority follows the requirements of the "Fair Chance Act," RCW 49. We will not inquire about prior arrests and convictions until after we determine an applicant is otherwise qualified for the position for which the applicant applied, except as allowed under RCW 49. There are specific exemptions for applicants working with children under 18 years of age, or vulnerable persons, certain financial institutions, law enforcement, and volunteers.

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KEY COMPETENCIES EXPECTED:

Competencies are defined as those measurable or observable knowledge, skills, abilities, and behaviors critical to success in a key job role or function. It is expected that the employee will exhibit the following key competencies:

Accountability

• Take responsibility for content and quality of assigned work;
• Complete assigned tasks and meets key deadlines; producing/completing accurate and timely work;
• Self-management:
• Punctuality and regular work attendance;
• Producing/completing accurate and timely work;
• Focus on the situation, issue or behavior rather than the person;
• Give and accept constructive feedback;
• Use time wisely.

Adaptability/Flexibility

• Acknowledging that unanticipated events will occur and help to build capacity to adjust when such events occur. Find ways to effectively respond to unanticipated situations;
• Adapt positively and constructively to changes to the work environment and work priorities;
• Engage appropriately with Supervisor in discussion about maintaining a sustainable workload in the event of new, unanticipated work projects or initiatives;
• Ensure affected team members clearly understand when changes occur and what is expected of them.

Customer Service

• Provide accurate and timely information;
• Understand and responsive to your customers' objectives and needs;
• Being accessible, providing timely and responsive replies to customer requests, e-mails, phone messages and mail;
• Handle customer inquiries and complaints in a prompt, courteous and professional manner while adhering to rules and regulations;
• Maintain an optimistic attitude, supporting teamwork and cooperation through open and honest communication;
• Anticipate, assess, and respond to changing customer needs;
• Consistently provide products and services that meet or exceed the expectations of the customers;
• Willingness to explore new ideas.

Collaboration/Teamwork

• Help create an atmosphere that brings people together so they have a stake in the solution. Involve others in matters that affect what they do. Seek out and act on opportunities to improve, streamline and re-invent work processes;
• Contribute to the development, cohesion and productivity of the team; be receptive to new ideas and adaptable to new situations;
• Model effective group process behavior, such as listening, discussing, negotiating, rewarding, encouraging and motivating;
• Keep management well informed of issues and trends; openly share your ideas, suggestions and opinions with team members;
• Build constructive working relationships characterized by a high level of acceptance, cooperation and mutual respect;
• Team Work
• Promote cooperation;
• Clearly and effectively communicate with individuals and groups;
• Keep supervisor and co-workers informed;
• Contribute to the team with ideas, suggestions and effort;
• Refrain from gossiping.

Additionally, all employees of the MTA are required to consistently demonstrate the following core competencies:

MTA CORE COMPETENCIES

Inspirational Leadership:

Takes initiative; acts decisively; creates an environment that motivates and challenges others; adapts to a variety of situations; develops fresh ideas that provide solutions to all types of workplace challenges; shares information, plans, develops, and implements our vision; promotes MTA's mission and values and models ways to achieve them.

Informed Decision Making:

Researches data to grasp issues, draw conclusions, and solve problems resulting in sound solutions that, when judged over time, are aligned with MTA's vision and mission; commits to action, even in uncertain situations, to accomplish organizational goals; identifies, assesses and manages risk while striving to attain objectives.

Transparency & Accountability:

Builds trust and respect through consistently honest and professional interactions; uses public funds and resources appropriately; approaches each situation with a clear perception of organizational and political realities; recognizes the impact of alternative courses of action; assures that effective controls are developed and maintained to ensure the integrity of the organization and its mission; seeks and builds strategic alliances and collaborative arrangements through partnerships to advance the mission of the organization; actively communicates decisions with stakeholders.

Respectful Relationships:

Helps create a work environment that embraces and appreciates diversity; treats others fairly without regard to race, sex, color, religion, or sexual orientation; recognizes differences as opportunities to learn and grow by working together; establishes and maintains constructive relationships; works to preserve the self-confidence and self-esteem of others; focuses on the situation, issue or behavior, not the person; takes initiative to make things better; models appropriate behaviors for others.

Personal Responsibility:

Demonstrates integrity, honesty and ethical behavior; personally acknowledges and accepts responsibility for meeting expectations and correcting mistakes; exhibits self-control and responds to feedback non-defensively; executes principles of workplace safety; complies with all safety policies and procedures; takes responsibility for efficient, effective use of ti...