Responsibilities include but are not limited to the following day-to-day general office duties:
- Assists Regional Business Administration Manager in developing, implementing, and executing the business support standardized processes that align with company policies and government compliance.
- Perform timesheet data entry in the Time Entry system. Submit manual overrides to Payroll weekly, as needed. Track vacation, sick, and floating holiday usage.
- Review Kronos Exception Report weekly and correct errors prior to feed into Time Entry.
- Maintain electronic file storage of timesheets on the Area Shared Drive.
- Setup correct prevailing wage rate for SRs and projects in the PWS system weekly.
- Send Certified Payroll Reports and Statements of Compliance to customers weekly, for service. File electronically in the designated compliance portal or with the State weekly, and as required.
- Submit PW restitution requests to designated compliance analyst for processing.
- Manage Accounts Payable invoice queue in Basware Alusta. Coordinate PO receipts, and new or adjusted POs with ICS or PC/PM for timely invoice processing in order to meet established KPIs.
- Review ACE Accrued Receipts report monthly and submit adjustments to Fire Service Manager for approval.
- Perform invoice research of monthly statements received from suppliers, as well as invoices processed against a PO when needed. Respond to invoice and payment inquiries from suppliers.
- Complete and submit manual check requests for immediate payments not processed through Basware Alusta.
- Complete and submit out of cycle payment requests via the EGPR tool.
- Assist local requesters with new supplier setups and manage the process. Perform supplier updates and changes as needed.
- Follow the established process related to refund checks from suppliers or returned/unused checks to ensure funds are returned to the appropriate department or project.
- Act as district contact with the Vendor Master Team, Field Subcontractor Team, PBC Invoice Processing Team, and PBC Payments Team.
- Maintain and replenish office supplies as needed.
- Route incoming calls and distribute incoming mail.
- Perform other duties as directed by RBAM.
Required:
- High School Diploma
- Strong attention to detail and excellent organizational skills.
- Must be proficient in MS Excel and Word.
- Must have the ability to multi-task in a fast paced and deadline driven environment.
- Excellent written and verbal communication skills.
- Ability to prioritize projects and strong problem-solving skills.
- Good research skills and attention to detail.
Preferred:
- 3-5 years experience working in the construction industry.
- 2-year degree, or equivalent combination of education and experience
