Bookkeeper/Data Entry

About the role

U.S. Facilities, Inc., a consolidated facility management service company, seeks Bookkeepers at their Hampton Roads Harbor Tunnels Hampton, VA location.

Responsibilities

• Facilitate new hire documentation and onboarding with the corporate office.
• Enter and maintain personnel records, photos, access badge information, codes, and salary information in the locally administered project database (based on FileMaker).
• Collect and enter personnel timesheets sourced from various worksites and subcontractors in the project database.
• Maintain labor charge codes in the corporate payroll system.
• Verify personnel timesheet against field documentation and reports from supervisors.
• Investigate and resolve all timesheet discrepancies with personnel and supervisors.
• Assemble personnel, subcontractor, equipment, and other direct costs for project billing.
• Input information in project database and perform detailed cost calculations and processes.
• Prepare, review, and assist with finalization of monthly project invoice to client.
• Develop statistical reports for contract compliance and project management purposes.
• Understand, disseminate, and field inquiries regarding corporate and client policies.
• Aid personnel with benefits information.
• Cookordinate with client, subcontractors, and the corporate office regarding updates to charge codes for all labor, project tasks, and direct expenses authorized by the client.
• Maintain billing, payroll, and holiday calendars for personnel and subcontractors.
• Develop and run scripts in the project database to prepare reports.
• Compile and assist with project safety metrics.
• Assist with compliance with federal, state, and local legal requirements by studying requirements, and support adherence to requirements.
• File necessary reports and advise management on needed actions.
• Contribute to team effort by supporting management goals and initiatives.
• Answer and direct phone calls as needed.
• Organize and schedule appointments and meetings.
• Maintain personnel, client, and subcontractor contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Aid in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies, services, and equipment as authorized by supervisor and/or USF Senior Project Manager.
• Submit and reconcile expense reports.
• Provide general support to client and/or public.
• Provide information by answering questions and requests.
• Handle multiple projects and tasks concurrently.

Qualifications

• Education: Bachelor’s degree in business, accounting, finance, data science or related fields (preferred)
• High school diploma or GED equivalent (required)
• Experience/Skill Sets: Minimum of 2 years’ experience in an administrative support role in an office environment.
• Previous bookkeeping experience with working knowledge of budgeting, payroll, and accounting principles (required).
• Familiarity with financial and project databases (Claris FileMaker, MS Access or others).
• Proficiency in Microsoft Office software products (MS Word, Excel, PowerPoint, and Outlook), to include advanced-level knowledge of Excel, with demonstrated capabilities managing complex functions and formulas (required).
• Ten-key data entry and keyboard typing proficiency (required).
• Knowledge of Virginia benefit programs and state personnel policies and procedures.
• Strong written and oral communication skills.
• Strong organizational skills.

Work Conditions

• 90-day probation period.
• Required VDOT/Industry training.
• Potential for significant periods of sitting or standing.
• May be subject to short or no-notice work assignments.
• Monitored performance with routine evaluation.

Pre-employment Requirements

• A fingerprint based Criminal History Records Check (CHRC) will be conducted prior to employment.
• Drug Screening will be conducted prior to employment.
• 18 years of age or older.
• Virginia Driver’s License in good standing.
• DMV records check is required.
• Pre-employment drug screen is required.
• Fingerprint-based Criminal History Records Check is required.

Compensation

• $20.00-25.00/Hourly
• Vacation
• Sick Time
• Paid Holidays
• 401-K

Benefits

• Comprehensive health insurance
• Retirement savings plan
• Flexible spending accounts
• Life insurance
• Disability coverage

Equal Opportunity Employer

U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.