Bookkeeper/Administrative Assistant - 028
Company: US Facilities Inc
Location: Hampton
Posted on: March 17, 2023
Job Description:
U.S. Facilities, Inc. is a diversified company that offers a
broad array of Facilities Management services to government,
commercial and non-profit organizations. We nurture a work
environment where people with a variety of skills, ideas and
backgrounds, guided by our shared values, come together to make
U.S. Facilities, Inc. a great company. We are currently accepting
applicants for the position of Bookkeeper/Administrative Assistant,
with broad data management responsibilities for the Hampton VA
location. This position is responsible for project cost accounting,
personnel records and timekeeping, information support for clients,
subcontractors, and managers, and performance of general clerical
duties as assigned. The ideal candidate is highly detail-oriented,
organized, functions well in a fast-paced environment, and is a
dedicated team player. Duties include but are not limited to:
- Facilitate new hire documentation and onboarding for the
Corporate office.
- Enter and maintain personnel records, photos, access badge
information, charge and trade codes, and salary information in the
locally administered project database (based in Claris
FileMaker)
- Collect and enter personnel timesheets in the project database,
as retrieved from various worksites and subcontractors on the
project.
- Enter and maintain labor charge codes in the Corporate payroll
system.
- Verify personnel timesheet against field documentation and
reports from supervisors; investigate and resolve any and all
timesheet discrepancies with personnel and supervisors.
- Assemble personnel, subcontractor, equipment, and other direct
costs for project billing; enter information in project database
and perform detailed cost calculations and processes.
- Prepare, review, and assist with finalization of monthly
project invoice to client.
- Develop statistical reports for contract compliance and project
management purposes.
- Understand, disseminate, and address inquiries regarding
Corporate and client policies; assist personnel with benefits
information.
- Coordinate with client, subcontractors and the Corporate office
regarding updates to charge codes for all labor, project tasks, and
direct expenses authorized by the client.
- Maintain billing, payroll, and holiday calendars for personnel
and subcontractors.
- Develop and run scripts in the project database to prepare
custom reports.
- Compile and assist with project safety metrics.
- Assist with project compliance of federal, state, and local
legal requirements by studying requirements; supporting adherence
to requirements; filing necessary reports; and advising management
on needed actions.
- Contribute to team effort by supporting management goals and
initiatives.
- Perform any other duties assigned by a supervisor, trainer, or
the U.S. Facilities Project Manager.Other Administrative
responsibilities:
- Answer and direct phone calls as needed.
- Organize and schedule appointments and meetings.
- Maintain personnel, client and subcontractor contact
lists.
- Produce and distribute correspondence memos, letters, faxes,
and forms.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a filing system.
- Order office supplies, services, and equipment as authorized by
supervisor.
- Submit and reconcile expense reports.
- Provide general support to client and/or public.
- Provide information by answering questions and requests.
- Handle multiple projects and tasks concurrently.May be required
to perform additional or different duties from those set forth
above to address business needs and changing business practices.
Qualifications: Education:
- Bachelor's degree in business, accounting, finance, data
science or related fields (preferred)
- High school diploma or GED equivalent
(required)License/Registrations:
- Virginia Driver's License in good standing (required)Experience
Requirements:
- Minimum of 2 years' experience in an administrative support
role in an office environment.
- Previous bookkeeping experience with working knowledge of
budgeting, finance, payroll, and accounting practices
- Familiarity with project management database applications
(Claris FileMaker, MS Access or others)
- Proficiency in Microsoft Office software products (MS Word,
Excel, PowerPoint, and Outlook), to include advanced-level
knowledge of Excel, with demonstrated capabilities managing complex
functions and formulas (required).
- Ten-key data entry and keyboard typing proficiency
(required).
- Knowledge of Virginia benefit programs and state personnel
policies and procedures.
- Strong written and oral communication skills.
- Strong organizational skills.Other Requirements:
- 18 years of age or older
- Drug Screening
- Background Check
- VDOT/Industry Training upon hireWork Conditions:
- 90-day probation period
- Potential for significant periods of sitting or standing
- May be subject to short or no-notice work assignments
- Monitored performance with routine evaluation
- $25.00/ Hourly, Full-Time with benefitsThis position is
designated as essential and, as such, all duties associated with
this job are required during emergency situations which may include
but are not limited to inclement weather, disaster response and
emergency operations. Management will determine when essential
positions are required. Valid driver's license is required. DMV
records check is required. Criminal History Records Check and
Fingerprint check are required. Notice to applicants and employees
of availability of AAP for Protected veterans and for individuals
with a disability [41 C.F.R. 60-300.41 and 41 C.F.R. 60-741.41]:
U.S. Facilities, Inc. (USF) is a covered federal contractor subject
to the requirements of the Vietnam Era Veterans Readjustment
Assistance Act (VEVRAA), as amended and Section 503 of the
Rehabilitation Act of 1973, as amended. As such, USF is bound by
the terms of VEVRAA and Section 503, and shall not discriminate
against individuals with disabilities, and is committed to take
affirmative action to employ and advance in employment protected
veterans and individuals with disabilities. USF maintains an
Affirmative Action Plan for the purpose of proactively seeking
employment and advancement in employment of qualified protected
veterans and individuals with disabilities. Upon request, USF will
make accessible to you its Affirmative Action Plan for protected
veterans and individuals with a disability. U.S. Facilities, Inc.
is an Equal Opportunity Employer of Minorities, Females, Protected
Veterans, and Individuals with Disabilities
Keywords: US Facilities Inc, Hampton , Bookkeeper/Administrative Assistant - 028, Accounting, Auditing , Hampton, Virginia
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