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Form of workPosition
Reporting to the Corporate Accounting Manager (CAM), the Administrative Assistant serves as support staff to senior management within the organization. Performs daily, monthly, and annual supportive accounting functions while collaborating with vendors, sub-contractors, clients and colleagues to guarantee the timely completion of projects. Works with one to two accounting staff members. Ethical and diplomatic character required to provide accounting interface between senior leadership, clients, vendors and employees.
Administrative Functions:
- Screening phone calls and routing callers to the appropriate party company-wide; Greeting and assisting visitors; Receiving, sorting and distributing the mail.
- Carrying out administrative duties such as filing, typing, copying, binding, scanning, etc.
- Assisting multiple departments including but not limited to the Accounting and HR Departments.
- Anticipate the needs of others in order to ensure their seamless and positive experience.
- Handle sensitive information in a confidential manner.
- Other duties as assigned.
- Other Requirements
- Prior administrative experience.
- Excellent computer skills, especially typing.
- Attention to detail.
- Desire to be proactive and create a positive experience for others.
Finance and Accounting Functions:
- Perform accounts payable functions: vendor maintenance, invoice processing and timely payment.
- Reconcile and process payments for organization’s credit cards.
- Assists with payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
- Enters and verifies expenses, reconciles expense and other financial reports with account balances and other office records.
- Reconcile / replenishing Petty Cash monthly for all offices.
- Ensure timely closing of Accounts Payable, Cash Receipts and reviews assigned month-end balances to resolve discrepancies.
- Assist with preparing and filing reports annually.
- Assists with reviewing new leases and preparing monthly rents.
- Gather W9s as needed to prepare for 1099 and 1099-NEC at year end.
- Assists with sales use tax (VA, MD, and FL).
- Ensure compliance with all accounting policies, procedures, and internal controls.
- Work with CAM, external auditors on annual review, FAR audit, and any other audits that may arise.
- Review Accounts Payable & Account Receivables aging for collections and payables issues and assist with collections.
- Provides contract and project management support.
- Prepare monthly reporting of MDOT, DDOT, SHA, VDOT payments received, when needed, ensuring they are all submitted timely and diligently.
- Other duties as assigned by supervisor.
Human Resources/Benefits Functions may include:
- Assist CAM with onboarding new employees as needed.
- Assist with processing and reconciling of monthly group health insurance premiums (medical, dental, vision).
- Assist CAM with processing eligible employee’s benefits application (Health, Dental, 401k, VSP, etc.).
- Assist with maintaining employee and benefits.
- Assist CAM with processing employee terminations.
- Assist CAM with the renewal of PMI’s benefits plan yearly.
- Assists as needed with annual benefits renewal meetings and meetings throughout the year for 401(k) enrollment meetings, arranging for vendor presentations, employee notifications, and membership materials dissemination.
- Other duties as assigned by supervisor.
Administrative functions:
- Excellent organizational skills and attention to detail.
- Telephone answering and front reception duties (helping guests at front door).
- Handle and reconcile travel arrangements for employees to include hotels, rental vehicles, airfare and per diem. Also reconciling per diem after travel.
- Maintain the fleet management account, adding and terminating users. Maintains vehicle files and records maintenance in Deltek Vision.
- Responsible for maintaining the asset and inventory listing in excel / Vision as well booking the assets in Journal Entries and recording vehicle/asset disposition.
- May help handle the janitorial services for the VB/Corporate building and arranges maintenance of the building with the landlord. Maintain the janitorial services for the outer offices.
- Other duties as assigned by supervisor.
Leadership functions:
- Identify and recommend on-going process improvements to maximize efficiencies in the accounting processes and other departmental procedures.
- Support other departments by researching and interpreting accounting policy; applying observations and recommendations to operational issues.
- Team player in the project life cycle process of PMI.
- Maintain financial security by maintaining internal controls.
- Protect organization's value by keeping information confidential.
- Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations.
- Other duties as assigned by supervisor.
Supervisory Responsibility:
The Administrative Assistant does not have any supervisory responsibilities.
Work Environment:
This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, fax machines, calculators and filing cabinets.
Physical Demands:
This is largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Position Type and Expected Hours of Work:
This is a non-exempt, full-time position (hourly/40-hour work week). The work hours are Monday through Friday 8:00 AM to 5:00 PM (one- hour lunch).
Travel:
Volunteering at Annual Golf Charity Event with Clients and Vendors (Williamsburg, VA)
Education, Experience, and Skills
- 1 - 3 years’ experience in any or all roles of a small firm: accounts payable, accounts receivable, cash receipts, bank reconciliations, petty cash
- Software: Windows, Word and Excel required; Deltek Vision preferred.
- Must be reliable, trustworthy and have a strong attention to detail.
- Ability to maintain confidential and meticulous records.
Additional Responsibilities:
- Files credit applications when required
- Run reports for executives as required
- Assists resolving discrepancies on financials
- Assists with reporting for audits
- Assists CAM with all business insurance premiums
- Assists with corporate and professionals’ certifications and licenses, ensuring all are in order and current (local business license, DPOR, MD/VA business registration)
- Assists employees with W4 questions
- Maintains SRA subscriptions
- Assists with newly acquired assets
- Assists CAM with year-end requirements
- Assists CAM with updating metrics as needed
- Files permits when required
- Assists with filing insurance claims
