Overview:
We are seeking a detail-oriented and organized Accounting Assistant I/II to join our team! The ideal candidate will be responsible for performing various AP/AR and daily cash up transactions in addition to monthly bank reconciliations and various GL reconciliations. This position will prepare and post journal entries and will manage the District's purchasing card program, as well as manage cash counting functions. This is an excellent opportunity for someone who is eager to learn and grow with our organization.
Duties of Level I:
- Process invoices for payment, perform weekly check run, set-up and maintain vendor files including W-9 and 1099 information. Complete, reconcile and file forms 1099-MISC and 1099-NEC as required.
- Prepare and send invoices and monthly statements; use electronic fare media platform for various monthly billings; maintain accounts receivable subsidiary accounts including monthly reconciliation, and perform aging analysis & follow-up on past due amounts.
- Perform monthly bank reconciliation using the automated accounting system (Enterprise ERP (Munis)).
- Assist with annual financial audit preparation and Federal reviews. Perform various tasks associated with analysis of expenditures, revenues and inventory.
- Provide occasional backup of front desk reception or other central office duties; assist with and participate in District events.
Level I Minimum Qualifications:
- Experience working with an automated financial system.
- Experience applying accounting principles and procedures; understanding basic AP and AR transactions and tasks.
- Experience creating and using Excel worksheets.
- Experience in preparation and verification of vendor payments, maintaining vendor accounts, and issuing checks; experience processing invoices and maintaining customer files.
- Excellent verbal and written customer service skills, experience dealing with the public, vendors and customers.
- Dependability, attention to detail, ability to work independently and take initiative.
- Experience driving in Portland and other Maine communities with a valid State of Maine driver's license.
- Knowledge of region and transit systems is desired.
- Equivalent to an Associate's Degree in Accounting, Business/Public Administration, or related field preferred. Equivalent experience may be considered in lieu of education.
Duties of Level II:
- All of the responsibilities of the Level I position listed above, plus:
- Supervise cash handling activities, daily processing of fare box cash receipts, provide training & instruction to cash handling assistants; resolve cash and coin variances with financial institution and/or armored transportation vendor; look for and provide solutions for cash handling irregularities.
- Assist District staff with entering requisitions and maintain POs in system.
- Enter required journal entries for month-end banking activities for accounting manager approval.
- Perform various month-end reconciliations and prepare journal entries for approval.
- Administer the District's purchasing card program; assist District staff with completing purchasing card reports and GL coding in the financial software; reconcile the monthly statements and research any variances.
- Assists with annual budget development and year-end projections.
- Cross-train and serve as back-up for payroll processing.
- Perform related duties as assigned.
Level II Minimum Qualifications:
- All the requirements of Level I position above, plus:
- At least 3 years of directly relevant accounting experience performing AP/AR processes.
Essential Knowledge, Skills and Aptitudes:
- Excellent verbal and written communication skills and social perceptiveness skills; bilingual is a plus.
- Excellent organizational skills and strong attention to detail.
- Ability to maintain a high level of customer service assisting colleagues and members of the public.
- Ability to prioritize projects and tasks and work efficiently to meet deadlines.
- Ability to problem-solve and think strategically.
- Ability to learn quickly and work in a fast-paced environment.
- Supports a positive, collaborative work environment that reinforces employee engagement, transparency, and trust.
- Highly proficient in Microsoft Office - Word and Excel
- Experience using automated financial systems, Enterprise ERP (Munis) preferred.
- High degree of accuracy is necessary.
- Highly competent time management skills.
- High commitment to District's values and mission.
Job Type: Full-time
Pay: $47,210.00 - $67,724.00 per year
Experience:
- Accounting: 2 years (Required)
- Basic AP/AR: 2 years (Required)
- Recent Microsoft Office: 1 year (Required)
- Working with an automated financial system: 1 year (Required)
Ability to Commute:
- Portland, ME 04102 (Required)
Work Location: In person
