Administrative Assistant, Accounting / Construction

PRIMARY FUNCTION:

Perform variety of accounting clerical tasks related to the maintenance/processing of accounting records, invoices, etc. This is an on-site,  Full-Time Monday to Friday position with Schedule Flexibility. This role is vital in that it will support various senior accounting staff with entry level accounting functions. There will be administrative functions such as filing, data entry, report creation, and usage of accounting software.

TYPICAL DUTIES:

• Compare vendor/subcontractor invoices to purchase orders or contracts to verify quantities, prices, payment terms, change orders, etc.
• Enter data into accounting system with appropriate coding for payment processing.
• Assist with reviewing Subcontractor documentation for payment approval.
• Contact Subcontractor for missing documents.
• Will monitor and record of up to 100 credit card accounts.
• Prepare weekly check runs for G&A/Indirect costs and for Subcontractors.
• After checks are signed prepare for mailing, file backup documentation.
• Assist Certified Payroll Administrators.
• Review, organize, copy and submit certified payroll, as needed. Contact Subcontractors for missing documents.
• Perform additional assignments per supervisor’s direction.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS:

• Must have a high school diploma or equivalent.
• Requires 1-year of experience in an accounting/finance capacity OR 2 years of construction related experience.
• Must be able to alphabetize and be physically able to file documents in filing cabinets.
• Must be able to file alphabetically and numerically.
• Must work under deadlines; work under sense of urgency.
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Use logical, step-by-step procedures in work.
• See details and recognize errors in numbers and spelling in written materials, charts, and tables.
• Keep confidential information.
• Work with great accuracy and write clearly.
• Work closely with a supervisor.
• Use basic arithmetic skills; and perform the same work repeatedly.

WORKING CONDITIONS:

• Must wear approved Personal Protective Equipment when at construction site
• Regularly required to lift, manipulate, and carry items of up to 10 pounds without assistance
• Regularly required to: sit, stand, reach, walk, squat, kneel, bend
• Regularly required to repetitively use hands to: push, pull, use fingers, bend and twist wrists
• Must have the ability to see small details and at objects at a distance
• Indoor office conditions
• Regularly required to talk and hear
• Frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms
• Must be able to maintain weekly deadlines
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus

The physical demands described are representative of those that must be met to successfully perform the essential functions of this job.