Accounting & Administrative Specialist

Job Summary

The Accounting & Administrative Specialist will perform a variety of tasks. These duties include but are not limited to accounts payable/receivable, support of the accounting and onsite staff, data entry, and customer service with vendors/customers/contractors. In addition, the person in this role will be expected to work with the upmost confidentiality due to the information he/she will be exposed to. The Accounting & Administrative Specialist will be expected to work professionally and have the ability to accurately perform very detailed tasks in a timely manner.

Principal Duties & Responsibilities

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Accounting - (50%)

• Enters and maintains Onsite accounts payable vendors in accounting system
• Enters Onsite vendor and subcontractor invoices
• Issues Purchase Orders
• Follows up on past due accounts receivables
• Reviews payroll
• Processes monthly tax payments
• Processes intercompany invoices
• Updates departmental budgets monthly
• Records cash receipts
• Processes I099s annually
• Follow up with vendors on expires COIs
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Administration – (50%)

• Ensures that Onsite timesheets are received weekly and entered correctly
• Seek out missing timesheets
• Reconcile PTO requests weekly between accounting and payroll systems
• Processes background check requests
• Assist new hires with Concur set up
• New hire set up in accounting system
• Processes I9s for new hires
  
  

Qualifications

Education/Experience

• Associate degree or higher
• 2-4 years in a related accounting/administrative role
  
  

Licenses/Credentials/Certifications

• N/A
  
  

Skills/Specialized Knowledge/Abilities

• Outlook
• Excel
• Workday preferred
• Data Entry experience
• MS Teams
  
  

WORKING CONDITIONS

Tools and Equipment Used

• Computer
• Scanner
• Printer
  
  

Travel

• None
  
  

Physical & Mental Demands

• Frequently required to sit at a desk/workstation for long period of time
• Ability to work at a computer terminal for extended periods of time
• Digital dexterity and hand/eye coordination in operation of office equipment
• Light lifting and carrying of supplies, files, etc.
• Ability to speak to and hear employees/clients via phone or in person
• Body motor skills sufficient to enable incumbent to move around the office environment
• Ability to analyze accounting reports and make recommendations
• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, and interpret
  
  

Environment

• Work typically performed in an office setting.