Project Accounting Specialist

Job Description

Job Description

Benefits/Perks

• Careers Advancement Opportunities 
• Competitive Compensation

Job Summary
We are seeking an Project Accounting Specialist to join our team. In this role, you will support the accounting department by analyzing financial information, maintaining accurate records of incoming and outgoing payments, preparing payroll, preparing budgets, and other essential accounting tasks. Further, work with clients by answering their queries and giving account updates. Among reconciliation functions, may do record keeping, and reconciling bank accounts and wire transfers. Complete specialized computer tasks for the firm as instructed by the Operations Managers, Chief Executive Officer (CEO) or Chief Operations Officer (COO) to relieve staff of certain essential routine responsibilities and to assist staff by finishing projects and workflows as requested to meet deadlines. With the assistance of the Project Accountant this position is responsible for generating accurate project financial reports, monitoring project financials; including the identification of unusual activities to projects and investigating variances. The ideal candidate is highly organized with strong mathematical skills and previous experience in bookkeeping or accounting, adept, proficient, highly motivated, can endure immense work pressure and be very dependable.

Responsibilities 

• Communicate with vendors and suppliers to ensure accuracy of charges and payments
• Maintain up-to-date knowledge of industry trends and developments
• Enter financial data and transactions
• Analyze budgets and other financial information
• Reconcile bank statements
• Prepare financial reports and statements
• Verify the accuracy of transactions that have been entered
• Process accounts payable and accounts receivable
• Create accounting policies to comply with all rules and regulations
• Process payroll
• Knowledgeable in various contract billing methods: Per Parcel, Not-to-Exceed (NTE) and Time and Expense (T&E).
• Demonstrated ability to work cooperatively and effectively with others to set individual and team goals.
• Demonstrated organizational, planning, problem solving and prioritization skills
• Excellent written and verbal communication skills
• Ability to work with a team with minimal supervision.
• Willingness to work overtime as needed.
• Build implement and manage all systems for project team, database management, and project administrative support. 
• Provide detailed account of organized tasks, schedule or checklist for each project to include timelines, priorities and potential challenges to meeting deliverables.
• Demonstrate the ability to manage and track project documents on a minimum number of parcels to completion to meet deadlines.
• Effectively communicate with project team by phone, text, email, or in-person to inform on ongoing project updates. 
• Practice attention to detail in review of contracts, databases, and other complex documents.
• Exhibits drive and initiative through positive and professional approach in written and verbal communications. 
• Uses resourceful multi-tasking and performs duties in a timely manner as assigned. 
• Must be proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, etc.), Dropbox, Adobe Acrobat Pro DC, SharePoint, or equivalent and other electronic tools. 
• Pick up and drop off mail at the post office. Sort and distribute incoming mail. Scan to inboxes or deliver hard copy when required.
• Help to keep copy/print rooms, conference rooms, break room neat and organized.
• Back-up person for the receptionist including scheduled breaks and full days to cover for vacation days, etc.
• Order and put away all office and company supplies and brochures.
• Assist with Promotional events and ideas & execution. Order, keep neat, and organize promotional items. Track purchases & costs.
• Some filing of client folders in file cabinets. (Most of our files are now paperless)
• Keep forms and brochures supplied.
• Prepare folders for agents to use for new projects.
• Coordinate lunch meeting and any other special client or employee event. (purchase/order food and any additional tasks needed)
• Additional regular division tasks and projects at the instruction of a Manager.
• Keep Company Photos organized electronically & in scrapbook.
• Scanning/Imaging for all divisions daily and as needed for additional projects.
• E & O proof of coverage sent annually and throughout the year to requested carriers.
• Event Planning assistance and coordination.
• Assist in mailings, stuffing and labeling.
• Assist with Employee Benefit client paperwork needed for enrollments.

Qualifications

• Bachelor’s degree in accounting or a related field 
• Previous experience as an accountant, bookkeeper, or similar position
• Knowledge of generally accepted accounting principles (GAAP)
• Good with spreadsheets, experienced in Microsoft Excel, QuickBooks, and basic accounting systems
• Strong mathematical and analytical skills
• Excellent attention to detail, time management, and communication skills

Preferred Requirements: 

• Demonstrated proficiency in automated accounting and project management software; including Project, Billing and AR. Reporting. Examples of software used: Ajera, Vision, Advantage, Sema 4, Wind2, Timberline, BST, Great Plains, MAS 90 or Axium
• Demonstrated experience in AP Voucher and Expense Report Review, Invoicing and Accounts Receivable

Competencies

• Excellent written and verbal communication skills. 
• Demonstrated organizational, planning, coordination, tracking, and prioritization skills. 
• Attention to detail and active listening skills. 

Key Result Areas (KRA's):
• Cost/Project Accounting
• Billing Administration
• Compliance
• Training & Relationships
• Professional Development

KRA #1: 
Tasks-Activities - Possess knowledge of effective principles and practices of basic cost accounting.

Accountability (Goal) - Data entry using proper General Ledger Coding. Correct/Accurate project reports.

KRA #2: 
Tasks-Activities - Possess the ability to manage multiple administrative projects involving diverse client forms, month end financial review, billing methods, invoicing, reconciliation, vendor management, contracts, reporting and account receivables.

Accountability (Goal) - Create HRES invoices that are compliant with HRES and client standards. Verify all supporting documents and backup submitted with invoice is accurate.

KRA #3: 
Tasks-Activities - Experience in government contracts to include Federal Acquisition Regulation (FAR), AASHTO audit guidelines, IRS and GSA travel regulations.

Accountability (Goal) - Overhead Audit

KRA #4: 
Tasks-Activities - Build a positive team relationship with Project Accountants and Project Managers. Learn Vision project reporting, Key Metrics and HRES Standards.

Accountability (Goal)- Complete Project Accountant training during the first year of employment. Able to work cooperatively and effectively with others to interpret and resolve problems. Anticipates, understands and responds to the needs of internal and external customers to meet or exceed their expectations. Takes the initiative to go above and beyond to assist where and when needed.

KRA #5: 
Tasks-Activities - Providing superb customer service to both internal and external customers. Promote HRES's Vision, Mission and Values throughout the workplace and community.

Accountability (Goal) - Keep up to date with current Accounting Trends to ensure optimal performance. Taking initiative to sign up for relevant course which will help to enhance your knowledge in the field of Accounting.

Work Environment
This job operates in a professional office environment. This role uses standard office equipment.

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 10lbs.
Travel
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected. Up to 25% Travel is required.

Expected Hours of Work
This is a Full Time position with some flexibility in hours. The employee must be available during the “core” work hours of 8:00 a.m. to 5:00 p.m. and work no more than work 40 hours each week.
 
Preferred Education and Experience

• Bachelor's degree in Accounting/Business or related field OR 5 years of experience in a cost accounting related position.

  Additional Eligibility Qualifications

• Must be proficient using multiple peripherals, including but not limited to, tablet, smartphone, laptop, printer, etc.
• Valid driver's license.

  Work Authorization/Security Clearance
Must be authorized to work in the United States.