Job Summary
This position supports the Bond funded Capital Program Finance Manager; performs accounting and related clerical tasks; prepares accounting reports as assigned; and performs other functions as needed.
Essential Functions
Payment Application / Invoice Processing
Audit invoices against purchase orders, research discrepancies, and approve for payment.
Investigate problems that vendors or purchasing agents have with obtaining payment for bills.
Prepare transmittals to deliver invoices to the District and other approvers.
Provide accurate and timely data entry of transactions, ensuring availability of budget funds.
Code data for input to financial data processing system.
Scan and upload invoices, contracts, and change orders to company software.
Track all invoices that the District has processed using District software.
Monitor the DocuSign inbox: review each document and redirect to the appropriate Finance Team Member.
Reports / Reporting
Compile cost reports and revenue and balance sheets; reconcile report discrepancies.
Compile, verify and post details of business transactions, such as funds received and disbursed, and totals to ledgers or computer spreadsheets and databases.
Prepare various reports for Project Managers, Associate Program Manager, and Program Manager.
Purchasing / Contracts
Compute and record charges, refunds, cost-of-lost or damaged goods, freight charges, rentals, and similar items.
Use appropriate District software to process Purchase Orders, Contracts, Agreements, Amendments, and Change Orders Transmittals to the District.
Prepare change orders for construction contracts that are formally bid.
General Office Duties
Assist employees, vendors, clients, or customers by answering questions related to accounts, procedures, and services.
Assist Project Managers researching information, as needed.
Assist the Finance Manager as backup, answering telephones and preparing bid documents.
Assist in filing contracts and invoices and create new files.
Coordinate, distribute and prepare all incoming and outgoing mail.
Assist in training employees.
Perform other duties as assigned.
Experience
Six months to one-year related experience and/or training; or equivalent combination of education and experience.
Education/Training/Certification
Associates degree (A.A.) or equivalent from two-year college or technical school.
Abilities:
Proven knowledge of Microsoft Office software and Adobe Acrobat Professional.
Strong organizational skills.
File, retrieve, and move electronic documents quickly and efficiently.
Learn new financial software.
Prioritize tasks to meet a deadline.
Strong written and verbal communication skills.
Work both independently and in various team settings.