Accounting Assistant

Accounting Assistant

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County. Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I. This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively. SBCTA calls the historic San Bernardino Santa Fe Depot home. Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.

Under general supervision, performs a variety of accounting support duties in the preparation, maintenance, and processing of accounting records and transactions, including accounts payable and accounts receivable; balances, maintains, and adjusts accounting and financial records; and performs related duties as assigned. Supervision received and exercised receives general supervision from assigned supervisory or management personnel. Exercises no supervision over staff. This is the journey-level classification in the Accounting Assistant series. Positions at this level perform the full range of accounting support duties assigned, work independently, and exercise judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This classification is distinguished from the Senior Accounting Assistant in that the latter performs the more complex work assigned including reviewing and approving accounts payable, reviewing and processing payroll, and / or providing training to assigned accounting support staff.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Receives and balances checks and general ledger debits; identifies type of checks received (i.e. payment, revenue, or reduction) and processes accordingly; allocates and posts revenue to proper cost accounts; prepares cash receipts and related reports.
• Updates tracking sheets to monitor lease payments received and invoices created for SBCTA owned properties; updates rent escalation calculation sheets and applies adjustments; prepares invoices and supporting documentation for review and distribution.
• Reviews and updates grant tracking sheets to verify drawdowns or expenses and track cash balances, interest rates, and adjustments; records drawdown costs and expenses and verifies coding to appropriate fund / account; updates and runs expenditure reports and reconciles against billing summary; logs invoices; gathers documentation, prepares billing package, and submits for review, approval, and processing.
• Reviews, monitors, verifies, and processes retentions by preparing and updating in-house retention accrual package.
• Processes invoices for payment, including reviewing, verifying, coding, and entering approved invoices and supporting documentation into accounts payable system; matches purchase orders, contracts, and invoices; researches and resolves discrepancies; checks allocations against department and program budget appropriations; prepares invoice batch for approval; generates reports and data sheets; posts invoice for payment.
• Verifies, posts, and records various financial transactions, including preparing and posting journal entries.
• Gathers and compiles data from various sources; generates various reports, data sheets, and related documents.
• Assists with the year-end closing, reconciliation, and audit processes; assists in the annual inventory of capitalized and non-capitalized assets.
• Maintains accurate and detailed databases, spreadsheets, files, and records; verifies accuracy of information, discrepancies, and records information; ensures compliance with established records retention policies, procedures, and schedules.
• Assists SBCTA staff, contractors, member agencies, and / or vendors by providing answers and information on accounts payable, accounts receivable, or general accounting procedures; researches issues regarding specific transactions; resolves discrepancies in an efficient and timely manner; and updates related files on action items.
• Performs other duties as assigned.

Knowledge of : principles and practices of reviewing, reconciling, verifying, and processing accounts receivable, accounts payable, and other accounting and financial documents. Business arithmetic techniques. Record keeping principles and procedures. Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. Techniques for providing a high level of customer service, by effectively working with the vendors and SBCTA staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to : perform detailed accounting support work accurately and in a timely manner. Prepare and maintain complete and accurate spreadsheets, reports, and related documentation. Make accurate arithmetic and financial computations. Learn, understand, interpret, apply, and explain applicable federal, state, and local policies, procedures, laws, and regulations. Maintain a variety of filing, record keeping, and tracking systems. Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements. Organize work, set priorities, meet critical deadlines, and follow-up on assignments. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience : Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be : equivalent to the completion of the twelfth (12th) grade and two (2) years of general accounting and clerical experience, preferably in municipal accounting. Licenses and Certifications : Requires possession of a valid California Driver's License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operates a motor vehicle and visit various SBCTA sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing policies and procedures.