Bookkeeper/Administrative Assistant - 028
Company: U.S. Facilities, Inc.
Location: Hampton
Posted on: May 29, 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. 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 practicesFamiliarity
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
olderDrug ScreeningBackground CheckVDOT/Industry Training upon
hireWork Conditions: 90-day probation periodPotential for
significant periods of sitting or standingMay be subject to short
or no-notice work assignmentsMonitored 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
PDN-99314f65-bedb-4276-bfde-fa5734b2e545
Keywords: U.S. Facilities, Inc., Hampton , Bookkeeper/Administrative Assistant - 028, Accounting, Auditing , Hampton, Virginia
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