Bookkeeper/Administrative Assistant - 028
Company: US Facilities Inc
Location: Hampton
Posted on: May 27, 2023
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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.
Job Requirements:
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 hire
Work 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 benefits
This 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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