Date Posted: December 29, 2017
Job Type: Temporary to Hire
Job ID: 268782
JOB TITLE: Administrative Assistant & Accounting Bookkeeping
Reports To: VP / CFO
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the class.
Prepares well drilling proposals on Excel with proposal information provided by sales/estimating department (requires extensive knowledge of MS Word and Excel).
Types letters and change order requests (requires extensive knowledge of MS Word and Excel). Also requires extensive editorial skills as handwritten documents from managers will need transcribed and rewritten.
Cross-trained in Accounts Payable and Payroll. Requires experience with Accounting and Job Costing; Payroll & other general modules of Accounting Programs such as American Contractors; Foundation; and/or QuickBooks. Requires experience with Certified Payroll Reporting and heavy data entry to a payroll with job cost software as this position will key timecards and prepare certified payroll documents to assist the Payroll Specialist.
Administration of the Equipment Maintenance Program. Updates the extensive maintenance records & spreadsheet; scans & saves to the appropriate folder’s on Zim’s LAN all Daily Inspection Sheets; Service/Repair Records; and Purchase Receipts/Invoices for all vehicles and pieces of equipment.
Administration of all Electronic Job Files. Scans & Saves an extensive list of documents into each job file to ensure that the E-files have a complete set of all documents. Documents include Prepares the Completed Projects Spreadsheet (Experience Sheet) with detailed information about each drilling and rehab project and the occasional pump installation projects.
Prepares Well Completion Reports and files with the applicable Counties.
Issues all Preliminary Lien Notices and Lien Releases and provides lien information for all requests.
Executive Administrative work with preparing documentation to be submitted with bids and contracts. Also must be experienced in the formal bid process to assist in filling out bid docs and forms & what information needs sent to bonding and insurance companies.
Maintains the Bid Board and electronic file management of all Bid Documents to applicable folders on Zim’s LAN.
Assist Sales / Estimating Department with emailing / faxing proposals and requesting Bonds; Insurance Certificates & Business Licenses and other documents required for bids. Assists this department in filling out bid documents and preparing copies of other documents to be included with bids.
Answers telephone in a courteous and professional manner. Asks caller for vital information and route calls to appropriate personnel and gives said individual vital information concerning the caller (e.g. “Bob, John Doe from ABC Corp. is on line 1”).
Takes written messages for all calls when appropriate individual is not in or cannot accept the call. Information must include the caller’s name, business name, date, time of call, phone number, and what the call pertains to.
Leave the Global P:\Faxes open all day and distribute incoming faxes by forward emails and/or printing copies as per the master distribution list. Then move the incoming fax to the appropriate persons fax e-file.
Opens mail; date stamps it; “Approval” stamps the invoices; and distributes mail to appropriate personnel on a daily basis.
Orders and maintains necessary office supplies at the beginning of each month & on an as needed basis (use suppliers who are in the best interest of the company and non-ordinary items should be approved by Office Manager before placing order).
Processes MasterCard Statements and Receipts. Match receipts and usage log to the monthly statements for each card holder. Contact employees with missing information. Prepare and send envelopes and usage logs to all cardholders for their receipt submittal.
Arrange maintenance/repair of office machines on an as needed basis.
Log all incoming checks into Log Book
Scans & files timecards. Make copy and file all timecards into Job Folders for all Pump Jobs and Rehab Jobs. Also file all P/R Reports.
Performs general filing duties which includes: Filing copies of A/P invoices into appropriate job files, transferring job files from pending payment file to the paid files after payment has been received.
Enters new Jobs into Foundation (Accounting / Job Cost Software). Also update new jobs into the Job Book List and make new Job Files (with labels). Distribute copies of Job Book List to the shop job book copy. Prepares new job files and job sheets and maintains a current job listing book. Saves new Job E-files and scans in Work Orders; bid schedules; etc.
Update the Weekly Employee Work List for tracking Days Off in a month (must take 4 days off per calendar month).
Update and distribute intercompany phone list
Maintain clean and orderly reception area and workstation.
OTHER DUTIES: All other duties as assigned.
EDUCATION AND/OR EXPERIENCE: Must be detail oriented, organized, dependable, and self-driven & have excellent communication skills are all requirements. Some college or three to five years of related bookkeeping and Administration Assistant experience with an emphasis on public works construction is required.
LICENSE, CERTIFICATIONS, SPECIAL REQUIREMENTS: Foundation or other Accounting Software experience is required. Comprehensive understanding of Microsoft Word and Excel required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.