Job Description

External Job Title: Financial Administrative Assistant

Internal Job Title: Finance Assistant

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

SUMMARY:

Under the direction of the 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 is responsible for processing accounts receivables and weekly cash receipts and assisting with financial audits.

Application Review: Priority will be given to applications received by May 30, 2025.

The position will remain open until filled.

EXAMPLES OF DUTIES:

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.
• Reviews and edits agenda items for MTS Executive Committee (EC) and MTS Board of Director (Board) meetings.
• 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 San Diego Transit Corporation (SDTC) Pension Investment Committee meetings. Also periodically attends, clerks and records minutes for MTS EC and Board meetings.
• 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.
• Maintains the Finance Procedures Manual.
• Updates Finance Forms annually and uploads to the MTS Intranet.

Essential Functions – Accounting Role

• Processes all organizational Account Receivable (AR) invoices, including For-Hire-Vehicle annual license invoicing.
• Processes all agency cash receipts in both accounting systems, SAP and Sage.
• Responsible for an agency Purchase Card.
• 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.
• Reviews and validates compliance on various Finance related contracts, including SDTC Pension contracts.
• Tracks all monthly purchase orders received by The Transit Store and invoices each customer accordingly.
• Assists in pension related functions such as meeting participation, pension retirement calculations, and Qualified Domestic Relations Order (QDRO) requests.
• 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/License(s)

Possess a high school diploma or GED. Two years of administrative experience is required. Previous experience supporting an executive-level figure and accounting experience are preferable. Valid California driver’s license preferred.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.

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 $56,875 and a maximum of $80,763. Salary grades are typically adjusted annually to ensure they remain market competitive.

DISCLAIMER: 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 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, color, sex, religion, ancestry, national origin, age, gender, marital status, medical condition, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, sexual orientation and military status, veteran status or any other status protected by federal, state or local law.

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.

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