Position Summary
Under general supervision, performs difficult and varied accounting clerical work in support of either accounts receivable or accounts payable activities; compiles, reconciles and verifies general financial and statistical data; performs related work as required. Employees in this class typically function either in Accounts Payable or in Accounts Receivable. In either assignment, established policies, methods and procedures are followed when processing and maintaining financial data and records, although employees must exercise judgment in resolving job-related problems within these parameters.
THE FOLLOWING DOCUMENT(S) MUST BE SUBMITTED AT TIME OF APPLICATION :
1. GGBHTD Employment Application
2. Resume (Scan and attach as PDF to your online application)
3. Responses to the Supplemental Questionnaire
Application Review Dates :
- 1st Review Date : September 1 , 2025
- 2nd Review Date : September 21 , 2025
Essential Responsibilities
A. General
Responsible for general office procedures, such as opening / distributing the daily mail, answering telephone calls, creation of memos and business letters, copying / scanning documents, and maintaining office suppliesFiles accounting documents, such as accounts payable vouchers, contracts, remittance advices, and correspondenceResearches and compiles informational materials as assigned; prepares periodic and special reports as assignedSupports archiving activities, including record retention program, including maintenance / communication of retention items, copying / scanning documents, boxing and storage of documents, disposal of documents beyond retention period, retrieval of filed documents for interested partiesOrganizes and maintains accounting filing system (physical, computerized or other)Updates and maintains department reports and records such as leases, utilities and W-9sParticipates and / or assists in internal / external auditsFollows established safe-work practices, including obeying all safety rules & District policiesPerforms additional related duties as assignedRegular and reliable attendance and performance is requiredB. Accounts Receivable
Processes invoicing and billings on behalf of all divisions (Bridge, Bus, Ferry, Rail and District)Prepares billings promptly and in accordance with contractual requirements. Ensures that proper account coding categories are appliedPosts cash received by the Accounting Department. Ensures promptness and accuracy in account codingRecaps credit card sales and researches / resolves any chargebacks or discrepancies. Issues credits as necessaryAssists in producing reports for various revenue-generating activities, such as the District's on-line web sales, Translink and FasTrak. Researches / resolves any discrepancies. Produces analytical reports as assignedPerforms assigned collection activities; follows through promptly and professionally to resolve customer inquiries and billing / payment discrepanciesCompiles / prepares information to support the Accounting Department's month-end processesPrepares reports on Accounts Receivable activity, including aging statistics and sales outstanding reportsC. Accounts Payable
Processes invoices on behalf of all divisions (Bridge, Bus, Ferry, Rail and District)Processes invoices promptly and in accordance with vendor terms and District payment guidelinesEnsures propriety of payment amount, account coding and payment authorization. Applies appropriate adjustments to invoices, including assessment of sales and use tax and vendor discount termsResearches invoice discrepancies and performs follow-up with both internal management and external vendors to achieve prompt and efficient resolutionProcesses other payment expenditures, such as refunds and check requests. Audits for accuracy and proprietyProduces checks / EDI advices for payment, verifying that related documents are accurate prior to releasePrepares various California tax returnsCompiles tax exemption certificates; prepares Federal 1099 tax returnsAnalyzes vendor statements; pursues / resolves missing invoices and creditsPrepares reports relating to payment activities as requiredCompiles / prepares information to support the Accounting Department's month-end processesMinimum Qualifications
Education and / or Experience :
A combination of college level training and position related experience equivalent to :
One year college course work in accounting desirableTwo years' progressively responsible book keeping or financial record keeping experience which includes one year of accounts payable / receivable and account reconciliationPhysical Requirements :
Mobility to work in a typical office setting. Ability to communicate in person and over the telephone. Ability to read printed materials and a computer screen. Ability to travel to District facilities. Routine use of computer, telephone and other office equipment.
Required Knowledge, Skills and Abilities
Working knowledge of :
Accounting concepts and practicesStandard office practices and procedures, including filing and the operation of office equipmentDesignated software system utilized by the Accounting DepartmentProficiency with windows based accounting systems, MS Word and ExcelFinancial and statistical record keeping activitiesCorrect English usage, including spelling, grammar and punctuationAbility to :
Work independently and make sound decisions within established guidelinesUnderstand and apply oral and written directionsDemonstrate being detail-oriented, accuracy, organization and time management skillsDemonstrate oral and written communication skillsDemonstrate customer service skills to both internal and external contactsDemonstrate commitment to meeting critical deadlinesUse tact and discretion in establishing and maintaining cooperative, effective, productive working relationships