Administration Generalist (Commercial) (Finance)

JOB SUMMARY

Performs a variety of responsible administrative functions that may include payroll, human resources, office management, scheduling, accounts payable and/or accounts receivable. May serve as a lead to office staff.

The primary job function is the processing of timekeeping, invoicing, and contract information and the resolution of related issues. Accumulates (from field locations) and inputs timekeeping, invoice and contract data into an automated resource system; reviews, verifies and transmits billing and payroll data; resolves payroll and billing problems; audits, files and maintains signed timesheets and related customer invoices; contacts clients and field staff regarding past-due accounts for collection; processes related data and transactions.

ESSENTIAL FUNCTIONS

• The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified according to business necessity.
• All assigned duties or tasks are deemed to be part of the essential functions unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
• Employees are held accountable for successful job performance. Job performance standards may be documented separately and may include functions, objectives, duties, or tasks not specifically listed herein.
• In performing functions, duties, or tasks, employees are required to know and follow safe work practices and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Employees are required to notify superiors upon becoming aware of unsafe working conditions.
• All functions, duties, or tasks are to be carried out in an honest, ethical, and professional manner and are to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

Core Duties Include:

1. Performs a variety of office administrative functions, such as preparing correspondence and reports, processing mail, telephone and in-person reception, and filing.
2. Inputs scheduling/timekeeping/payroll/contract data into automated resource system; may verify employee hours worked to contract requirements; determines overtime rates and billing hours; completes payroll documents for corrections.
3. Processes payroll discrepancies and maintains appropriate back up for correction.
4. Inputs supplemental invoicing; maintains proper backup for supplemental invoicing. Reviews and submits non-routine invoices and ensures proper amounts. Works closely with other staff to ensure billing accuracy; adjusts as necessary.
5. Reviews client invoices and ensures proper billing amounts; submits invoices to clients in a timely manner. Additionally, reconciles payroll data to time sheets and accounts receivable to time sheets and makes adjustments; responds to client questions and reconciles discrepancies; prepares invoice corrections.
6. Maintains and audits timesheets; works with other staff to ensure timesheet files are complete and accurate.
7. Performs tasks and duties of a similar nature and scope as required for assigned office.

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference depending upon the nature of the position

Basic Qualifications

• U.S Citizenship preferred
• Ability to acquire and maintain a government security clearance. Must have a minimum of an active Interim Secret granted.
• Ability to acquire and maintain any other specific special clearances/access requirements (dependent on assignment).

Education/Experience

• High School Diploma or G.E.D.
• Two or more years of office experience, or an equivalent combination of education and experience sufficient to perform the essential functions of the job, as determined by the Company. Additional relevant experience can be substituted for the required education based on one calendar year of experience for one academic year of education.

Background Prerequisites

Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey, in addition to any mandatory licensing requirements.

Competencies (as demonstrated through experience, training, and/or testing)

• Timekeeping and Billing experience (preferably high volume).
• Knowledge of standard office procedures and practices.
• Ability to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.
• Working knowledge of computerized systems.
• Basic knowledge of accounting fundamentals.
• Ability to perform position tasks accurately and timely.
• Demonstrated proficiency in office productivity software including word processing, spreadsheet and presentation applications.
• Skill in clear and concise oral and written communication.
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to maintain professional composure when dealing with unusual circumstances.
• Ability to foster a culture of trust, equal opportunity, teamwork, responsibility, high expectations, and open communication with our internal and external customers and employees to provide high quality customer service.
• Ability to be an effective and positive team member, and handle projects responsibly, take initiative and achieve results.
• Required ability to handle multiple tasks concurrently and with interruption.
• Ability to adapt to changes in the external environment and organization

WORKING CONDITIONS (Physical/Mental Demands)

With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

• Maintaining composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations.
• May be exposed to stressful situations, such as challenging individuals who are in or approaching an unauthorized area.
• May be required to work overtime without advance notice.
• Frequent sitting, standing and walking, which may be required for up to 8 hours per day and may involve climbing stairs and walking up inclines and on uneven terrain.
• Occasional reaching with hands and arms, stooping, kneeling, crouching and crawling.
• Frequent lifting and/or moving up to 20 pounds and occasional lifting and/or moving up to 45 pounds.
• Close vision, distance vision, and ability to adjust focus.
• May be required to use vehicle in the performance of duties. Vehicles are to include but not limited to cars, trucks, electric carts, and bicycles.
• On occasion may be required to perform stressful physical activity.
• Depending upon assignment may be exposed to inclement weather or be required to work in environments or under conditions that require the use of protective gear and devices and/or awareness of personal safety and safety of others.
• May be exposed to or required to handle sensitive and confidential information.

Pay Details: $55,000 Annual

A Word about EEO, Pay Transparency and Other Requirements....

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.