Special Projects Financial Admin

Special Projects Admin

Position Summary:

To handle both financial and administrative duties for the Special Projects department.

Essential Functions:

• Greet visitors and assist in meeting their needs.
• Maintain and recall accurate and up-to-date electronic and physical filing systems for project legal documents and invoices.
• Maintains and recalls extensive Contact Lists.
• Prepare communications, such as letters, emails, reports, presentations, and other correspondence—often of a highly sensitive and confidential nature.
• Maintains reports of project finances and pre-opening budgets.
• Assists with Community Infrastructure District and Transportation Development District project financial tracking and timely required reporting.
• Review, communicate and track invoices from initial receipt to mail-out and confirmation of payment.
• Requires collaboration with multiple accounting teams.
• Coordinates any required adjustments to invoices with external vendors.
• Conduct research and apply critical thinking.
• Remain concurrent, basic understanding of all projects.
• Track and document project managers’ time and expenses.
• Stay present and available for quick turn-around time of documents in immediate need.
• Self-sufficient; reliable; pro-active in assisting project managers and external vendors.
• Will require flexibility and quick learning for new software, project changes, etc.
• ALL OTHER DUTIES AS ASSIGNED

Candidate Profile:

Education and Experience

• Minimum Degree Required:   

Preferred 4-year degree in business administration or similar.

Preferred, but not required:  2 years’ experience providing administrative support.

KNOWLEDGE, SKILLS, AND ABILITY: 

• Advance Computer Skills - Using basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).  Must be highly proficient in Microsoft Office products.
• Specific Software Experience – Excel (required), Springer-Miller Systems (preferred), Delphi (preferred), Agilysys (preferred), or AS400 (preferred)
• Advance Writing - Communicating English effectively in writing as appropriate for the needs of the audience.
• Advance Reading and Oral Comprehension - Understanding English written sentences and paragraphs in work related documents.  The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

TRAVEL REQUIREMENTS: N/A

PHYSICAL REQUIREMENTS: 

• Regularly: Computer Work, Sitting
• Occasionally: Walking, Standing
• Seldom: Lifting up to 50 lbs

WORK ENVIRONMENT: 

Office & Manufacturing / Plant

INDEPENDENT JUDGEMENT:

Performs duties within scope of general company policies, procedures, and objectives. Analyzes problems and performs needs assessments. Uses judgment in adapting broad guidelines to achieve desired result. Regular exercise of independent judgment within accepted practices. Makes recommendations that affect policies, procedures, and practices.