Public Transit Finance & Administrative Specialist

United States·Bangormid

Administrative SpecialistAdministration & Office Support

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Quick Summary

Key Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Requirements Summary

The Finance and Administrative Specialist position requires an associate’s degree in related field or minimum of two (2) years' experience in bookkeeping, accounting or related field.

Technical Tools

Administrative SpecialistAdministration & Office Support

Pay Rate: Unified R6 - $27.61 - $33.65 hourly

JOB SUMMARY: Under the general supervision of the Public Transit Chief Operations Manager, provides support for finance and budgetary activities. Provides professional assistance accumulating and formulating information. Manage administrative duties required to support the management team. This person assists with timekeeping, payroll, accounts payable/receivable, cash receipting, and monthly reports.

ABILITIES, KNOWLEDGE, AND SKILLS:

Skilled in Microsoft Office and other proprietary software; working knowledge of office equipment/technology, such as printers and computers.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Auditable financial recordkeeping practices.
Analyzing complex administrative problems, evaluating alternatives, and implementing sound recommendations.
Using sound, independent judgment within established policy and procedural guidelines.
Knowledge of government accounting practices.
Maintaining accurate records and files.
Preparing clear, concise, and effective written materials.
Establishing and maintaining effective working relationships with those contacted in the course of the work.
Techniques for dealing effectively with and providing a high level of customer service to public and county staff, in person and over the telephone.
Prepare and present clear and concise comprehensive reports.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

PRINCIPLE DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

This position assists in gathering financial and operational data for maintaining records of operations and preparing quarterly, bi-annual, and annual reports required by the Michigan Department of Transportation.
Generate reports/data for the Committee of the Whole and other Boards as needed.
Generate and send monthly client invoices, track aged receivables and contact overdue accounts.
Process and submit weekly approved vendor invoices, track payments and verify all invoices submitted for payment.
Enter, review and verify employee time weekly using timekeeping program. Prepare payroll to be approved/submitted bi-weekly.
Prepare and edit quarterly employee newsletter.
Review and update administrative procedures as needed, assist with other written policies/procedures.
Maintain and order office and other supplies as needed.
Prepare receipts/monies to be deposited weekly with the County Treasurer.
Assist with maintaining website, Facebook, online directories.
Additional administrative tasks will be assigned by management.

QUALIFICATIONS / EXPERIENCE:
The Finance and Administrative Specialist position requires an associate’s degree in related field or minimum of two (2) years' experience in bookkeeping, accounting or related field.

OTHER REQUIREMENTS:
The Finance and Administrative Specialist is a skilled bookkeeper with exceptional attention to detail, organizational, time-management and documentation skills. This role works closely with the Chief Operations Manager to ensure smooth operations of Van Buren Public Transit’s daily, weekly, and monthly financial processes. The Finance and Administration Specialist will also apply their strong administrative skills to similar tasks for the Director of Public Transit, Chief Operations Manager and Safety Training Supervisor.

SUPERVISORY RESPONSIBILITIES:
Direct Reports:              None.

Delegation of Work:       None.

Supervision Given:        None.

Reports To:                  Chief Operations Manager

WORK LOCATION AND PHYSICAL DEMANDS:
This position is directly supervised by the Chief Operations Manager and generally supervised by the Director of Public Transit.

This position will be evaluated, at least, annually by the Director of Public Transit and Chief Operations Manager according to evaluation form for this position and will be rated on performance of tasks and duties.