Finance and Administrative Assistant

Finance And Administrative Assistant

McCall-Thomas Engineering Co., Inc. is an employee-owned engineering, construction, maintenance, and professional services firm that has served utility and infrastructure clients since 1945. Our core focus is to develop trusted relationships so our clients and employees can thrive by providing the highest quality engineering, construction, and maintenance services.

Our Core Values: Faith Based | Pursuit of Excellence | Accountable | Passionate | Professionalism

Position Summary

McCall-Thomas is seeking a dependable, detail-oriented Finance and Administrative Assistant to support accurate and timely execution of finance, administration, and defined HR processes. This position requires confidentiality, sound judgment, professional communication, urgency, and consistent follow through. The selected candidate must be able to manage multiple priorities, meet deadlines, identify errors, and coordinate corrections without allowing open items to remain unresolved.

Primary Responsibilities

• Verify employee time entries and expense reports for completeness, accuracy, required approvals, and timely submission; coordinate corrections before established deadlines
• Support client billing by reviewing invoice details, confirming supporting documentation, processing approved billing corrections or credit memos, and maintaining accurate billing records
• Assist with accounts receivable reporting and collection follow up to support company targets and timely resolution of outstanding balances
• Prepare recurring reports, maintain organized records, coordinate documentation, and track assigned finance and administration items through completion
• Use BQE CORE or similar enterprise resource planning software and Microsoft 365 applications, including Excel, Word, Outlook, Teams, and PowerPoint
• Support employee onboarding by coordinating checklists, required documents, system access requests, first day communication, and completion tracking
• Support employee offboarding by coordinating exit checklists, return of company property, access termination requests, and final administrative documentation
• Maintain confidential employee and company records in accordance with established procedures and access requirements
• Communicate professionally with clients, employees, managers, and vendors to resolve billing, accounts receivable, administration, and HR questions
• Review records and work products for accuracy, identify discrepancies, resolve routine issues, and promptly escalate matters requiring management direction
• Complete other related duties and special projects as assigned

Performance Expectations

• Assigned finance and administration work is completed accurately and by deadline
• Billing, expense, time entry, accounts receivable, and record discrepancies are identified early and tracked through correction
• Onboarding and offboarding checklists are complete, current, and properly documented
• Confidential information is protected at all times
• Communication is professional, concise, and followed through to completion

Required Qualifications

• Associate degree in accounting, finance, business administration, or a related field, or equivalent directly relevant experience
• Working proficiency with Microsoft Office applications, especially Excel, Word, Outlook, and Teams
• Strong written communication, grammar, organization, and record keeping skills
• Demonstrated attention to detail, confidentiality, initiative, dependability, and problem solving ability
• Ability to learn new systems and processes quickly, follow instructions, manage competing priorities, and meet deadlines
• Ability to work effectively as part of a team while maintaining individual accountability for assigned work
• Eligibility to work in the United States without employer sponsorship now or in the future
• Valid driver's license

Preferred Qualifications

• Bachelor's degree in accounting, finance, business administration, or a related field
• Experience with billing, accounts receivable, expense review, accounting support, HR administration, or employee records
• Experience with BQE CORE or another enterprise resource planning or accounting system
• Experience in an engineering, construction, utility, or professional services environment

What McCall-Thomas Offers

• Company paid employee health insurance for eligible employees, subject to plan terms.
• Life insurance, accidental death and dismemberment insurance, and long term disability coverage for eligible employees
• Paid holidays, vacation leave, and personal leave
• 401(k) plan with company contribution and matching provisions, subject to plan eligibility and terms
• Professional growth opportunities and the potential opportunity to purchase McCall-Thomas stock, subject to Board approval and company requirements

McCall-Thomas Engineering Co., Inc. is an Equal Opportunity Employer. Qualified applicants are considered without regard to age, color, disability, national origin, race, religion, sex, veteran status, or any other status protected by applicable law. McCall-Thomas maintains a drug free workplace. Benefits and employment requirements are subject to applicable company policies and plan documents.