Bookkeeper/Administrative Assistant - 028

Company: US Facilities Inc
Location: Hampton
Posted on: May 27, 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.

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