Senior Coordinator - Accounts Payable

As a Senior Accounts Payable Coordinator, you will work as part of a team to support the agency’s accounts payable, asset management, banking, and other division functions.  You will participate in assigned programs, projects, and services with other departments and outside agencies.  Responsibilities include preparing various reports and notices and maintaining records of account activity.  You will also provide information and assistance to agency staff and the public.

Accounts Payable – Approximately 16,000 invoices annually.

• Complete accounts payable processing accurately and on time.
• Critique direct voucher payments for accurate account coding.
• Coordinate the distribution of invoices received through the mail or email to ensure they are approved by the appropriate department.
• Review all invoices for appropriate documentation and approval before payment.
• Reconcile vendor statements.  Research and resolve discrepancies.
• Respond to vendor and staff inquiries and analyze discrepancies in accounts payable.
• As directed, run accounts payable processes daily.  Work with departments and purchasing staff to resolve purchase order match exceptions.
• Maintain vendor payment and supplier files (i.e., IRS Form W-9 documents) and documentation thoroughly and accurately following agency policy and generally accepted accounting practices.
• Review payment and credit card reconciliations and ensure that appropriate account codes are used, use tax is paid if needed, and all supporting documentation is included.

Capital Assets – track more than 2,000 assets totaling over $260 million.

• With the guidance of the Senior Accountant /Capital Asset Accountant, identify assets, source of funding (including any federal, state, or local funding requirements), and when purchased.  Record assets in the asset management module.
• Evaluate assets for other reporting requirements such as insurance reporting, vehicle licensing, and other grant reporting requirements.
• License new vehicles with the Department of Licensing.  Evaluate and report vehicle deletions or requests for new license plates received from the vehicle maintenance department.
• Report vehicle additions and deletions to the Washington State Transit Insurance Pool (WSTIP) for insurance coverage.
• Under the direction of the Capital Asset Accountant and Accounting Supervisor, conduct annual physical inventory of capital assets and certain non-capital assets.  Investigate and resolve discrepancies.

Banking Activities

• Act as account custodian and reconcile accounts such as Advance Travel, Customer Refunds, and Workers Compensation Revolving accounts.
• Assist in deposit of cash and check payments.

Act as the Agency's central Petty Cash Custodian, auditing and replenishing one main and six subsidiary petty cash funds according to policy.

Track diesel fuel purchases and prepare a monthly fuel report detailing average cost of diesel fuel per gallon.

Work in the vault room and assist in preparing cash deposits.

Perform other duties of a similar nature or level.

Minimum Qualifications

• 3 years of experience processing accounts payable and performing general accounting activities.
• An Associate degree or a 2-year technical certificate in accounting or a closely related field may substitute for 1.5 years of experience.  A Bachelor’s degree in accounting or a related field may substitute for 3 years of experience. 
• 1 year of experience using automated accounting systems.
• Ability to work extended hours as needed during peak periods.

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

Knowledge Requirements

• General accounting, reconciliation, and research activities.
• Procedures for processing accounts payable in an automated system.
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.

Skill Requirements

• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold Community Transit’s Core Values and achieve the organization’s vision and mission.  Inspiring and fostering team commitment, pride, and trust.  Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
• Written and oral communication skills.
• Microsoft Word and Excel at a highly proficient level.
• General math and accurate preparation of numerical reports.
• Strong customer service skills.  Ability to interact with employees and vendors positively and professionally.
• Remaining focused on results, following up and completing tasks on time.
• Following strict accounting procedures with emphasis on internal controls.

Preferred Knowledge and Skills

• Experience with PeopleSoft.
• Experience with capital asset management accounting activities.
• Experience in the transit industry or government.

Working Conditions

• Hybrid telework may be available. Availability is at management discretion and may not be available for this position based on the nature of the work.  Work is performed in an office environment and requires the use of office equipment and technology.  You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments.  You will be required to lift and carry materials up to 10 pounds occasionally.  You may be required to work in the vault room occasionally.  This requires lifting and moving coin bags weighing up to 30 pounds.

Other:

The final candidate may be subject to a credit check in addition to a regular background check.

Application and Selection Process

• Only on-line applications accepted. 
• Applicants for this job may be considered for other openings up to six months after the date this position is filled.
• Applicants who meet the minimum requirements may be scheduled for an interview as well as a variety of tests to demonstrate knowledge, and skills for the position.  The evaluation process may include interviews, background check, reference checks and various performance tests.

Employee Benefits

• Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance.
• Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan.
• In addition to WA Paid Sick Leave, employees in this position, accrue of 24 days of Paid Time off (192 hours) in their first year and ten (10) paid holidays throughout the calendar year.
• Full list of all benefits and details can be found here.

If you are related to or share the same living quarters of a current Community Transit employee, please let your Recruiter know as your eligibility for this position may be affected.

Community Transit provides a tobacco-free and drug-free work environment.  As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on a basis prohibited by Federal, State or Local law.  We value and encourage diversity in our workforce.  EOE AA M/F/Vet/Disability.  Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.