Project Financial Assistant

SUMMARY

Under the supervision of the Lead Project Financial Assistant (PFA), Project Financial Assistant I-II assists and provides the support and service operations and functions of the organization’s financial and administrative systems. PFA I-II works closely with Project Managers to administer financial aspects of projects.

RESPONSIBILITIES

Accurately and completely initialize projects in the company financial system. Assists with budget in the financial systems. Works closely with Project Managers to ensure early warning of potential over-runs. Re-allocates budgets as required. Prepares billing reviews, draft invoices, and monthly reports for PM’s monthly to review and ensure that all charges are in the correct phases and/or time is accurately charged. Provides analysis of Work in progress (WIP), billings, collections and receivables. Assists Project Manager (PM) in tracking out-of-scope work to ensure that change orders are prepared and executed when needed. Prepares and distributes weekly/monthly office reports and drive actions to resolve indicated issues. Prepares invoices with the goal of billing every project every month. Drives action to bring number of days billings in WIP and accounts receivables (AR) to company goal. Prepares and routes documentation both inside and outside of company, to drive billings and assist collections. Proactively initiates contact with customers to resolve issues. Assists Project Manager in the preparation of Subconsultant Master Service Agreements and Task Orders. Processes Vendor/Subconsultant invoices to ensure current Subconsultant MSAs, insurance and payment terms are in compliance with the company policies. Monitor payment of Vendor/Subconsultant invoices. Enters in-house project expenses. Processes contract changes/amendments in the financial system with prior approval. Attending Soft Close, WIP Aging and AR aging meetings as needed. Prepare pay applications and reimbursement forms when needed. Familiar with Ajera inquiries, widgets, and reporting features. Works closely with Project Managers on all of the above and any other required tasks to ensure projects are maintained. Work with marketing to provide up to date data for proposals. Collects credit card payment information and route for processing. Prepare cover letters and invoices of the projects to submit to client. Assist Project Managers (PMs) with information they need, i.e., reports, past projects information, past invoices. Code Accounts Payable (AP) invoices, scan, and email to AP. Support technical sectors and client communities in whatever they need, i.e., proposals, time management, work schedules, budgets, and whatever else they may request. Uses data entry equipment/software to record assigned data. Schedule monthly meetings for the Tech Sector Manager and attend meetings as needed basis. Notarizes paperwork, when needed. Assists with audit and overhead submittal paperwork. Complies with all applicable safety guidelines and standards. Administrative Timesheets- Complete personal timesheets in a timely manner with accurate and complete accounting for all activities. Clerical duties to include scanning, filing, documentation, data entry. Answer phone inquiries and provide information to clients as requested. Relationship Building Treat co-workers and clients with respect and courtesy including good interpersonal skills. Able to exhibit high level of confidentiality. Maintain professional appearance and demeanor. Performs other duties as assigned.

SALARY

$22.00-$28.00 (Hourly)

TRAVEL

None

JOB REQUIREMENTS

High school diploma or GED required. Associates or bachelor’s degree in Accounting, Finance or related field is preferred. Minimum of 2 years’ related experience or the equivalent thereof. Minimum of 1 year’s Accounting based software experience preferred. Preferred prior experience with an engineering and/or architecture firm. Must have a valid driver's license and acceptable driving record. Must be able to pass drug and alcohol test.

BENEFITS

Health, Dental, Vision, 401K Retirement Plan, Employee Stock Options (ESOP), Life/ADD/Short Term/Long Term Insurance, ID Theft Protection, Voluntary Insurance, FSA, Dependent Care. Employee wellness program, employee assistance program, cell phone reimbursement, flexible work schedule. Paid Time Off (PTO), Jury Duty Pay. Education Reimbursement and Professional dues.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear; sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must be able and willing to frequently lift and/or move 25 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level in the work environment is usually moderate. Please note: We are unable to offer visa sponsorship for this position. Candidates must be authorized to work in the United States without current or future sponsorship. #J-18808-Ljbffr Souder, Miller & Associates