Project Specialist

Summary: Provides organization and workflow that assists Branch Managers and Operational Managers in meeting or exceeding goals.
Provides billing and administrative support to the Branch Manager and Operational managers at satellite sites and the corporate home office.
Ensures billing accuracy and completeness in time driven environment.
Generates reports and prepares and monitors invoices and expense reports.
Performs a variety of administrative functions.
May assist with compiling and developing budget materials.
Responsibilities: · 30%: Project Assistance: Set up jobs in the system for projects, Distributes job information to Project Managers and Purchasing.
Enters project data in the system Sets up field files and office files for each project.
Place orders for materials & PO setup).
Vendor setup, equipment posting, lien waivers.
Reviews labor entered by field employees, insuring correct general ledger coding.
· 30%: Payment/invoice Processing: Work or assistance with funds (and the paperwork required) going in and/or out.
Enters information into business systems that aid in billing.
Assists in preparing and modifying invoices, bills, receipts, etc for customer distribution.
May periodically codes, modify, proof and/or process invoices, credit and sales orders.
· 10%: Proposal Assistance: Reviews quotes and assigns proper sales or use tax rates prior to quote released to customer.
Confirms tax accuracy on quote and job.
· 10%: Maintains Files and Records: Files electronic and paper records of customer, sales, asset, resource, or personnel data.
Includes electronic and paper records of training.
· 5%: Improves Systems and Process: Updates records, tools and resources used by others.
Works to make continuous improvements to the systems and procedures used to track project data, bill customers, pay employees, vendors, merchants and others.
· 5%: Conducts Reception: Screens telephone calls and visitors for the Operations Manager and staff.
Types letters, reports and proposals for operational leaders.
Makes travel arrangements and assists managers with travel expense recording · 5%: Participates on project teams: Software upgrades teams, training project teams and other committees, task forces and other teams that drive change and improvement.
Includes Wellness committee and others.
· 5%: Performs other duties as assigned.
Requirements: · Education: Requires a high school diploma.
One or more years additional course work or business training in accounting or business or equivalent experience.
· Experience: 3-5 years of experience in billing, invoicing or accounting is required.
· Licenses/Certifications: None.
Preference for candidates with PMP course completions or Certification · Technical Abilities: Strong Microsoft Office skills, with an emphasis on Excel.
Strong record-keeping and organizational skills.
Excellent computer skills.
Excellent attention to detail.
Excellent listening and communication skills.
Professional demeanor with ability to lead teams.
· Autonomy/Direction: Relies on experience and judgment to plan and accomplish goals.
Performs a variety of tasks.
Works under general supervision.
A certain degree of creativity and latitude Conditions of Employment: · Working Hazards: Works in a seated position for extended periods of time.
· Physical/Mental Exertion: Ability to perform light physical work, exerting up to 10 pounds of force on a frequent basis, performing such activities as fingering, grasping, lifting, reaching, crouching, and repetitive tasks.
Continuous attention to numerical detail.
Normal office environment.
· Tools and Equipment: Ability to accomplish the described duties through the use of appropriate computer and general office equipment.
Ability and mastery of Microsoft Office suite Word, Excel, Power Point, and Access and operate a 10-key calculator.
Good typing.
This job description is intended to describe the general nature and level of work being performed by the person assigned to this position.
Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job, and “other” duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.
This job description does not state or imply that the above are the only duties and responsibilities assigned to this position.
Employees holding this position will be required to perform any other job-related duties as requested by management.
All requirements are subject to possible modification to reasonably accommodate individuals with a disability.