Project Accounting Assistant

3 weeks ago

Santa Barbara, United States MNS Engineers Inc Full time
Job DescriptionJob DescriptionDescription:

MNS Engineers, Inc. (MNS) is a fast growing, profitable multi-service infrastructure consulting firm offering construction management, civil engineering, and surveying services throughout California. MNS is jointly owned by the management team and Long Point Capital who will work together to accelerate the growth of the Company both organically and through acquisition. With nine (9) offices throughout California, the Company has provided services to the transportation, water resources, government services, and federal markets for nearly 60 years, and with the influx of capital via their sponsor, are well positioned to build on and exceed their previous growth trajectory in the future.


As a Project Accounting Assistant, you will play a vital role in supporting our Project Accounting Team in various financial and administrative tasks. You will work closely with project managers, accounting staff, and other team members to ensure accurate financial records and efficient project execution:

Collect and Validate timesheet accuracy:

  • Set up a process for employees to submit timesheets.
  • Verify that timesheets comply with Prevailing Wage requirements.
  • Communicate with employees to resolve and discrepancies.

Entering Timesheets into Deltek Vantagepoint (VP):

  • Input timesheet data accurately into the Deltek Vantagepoint system.
  • Ensure that timesheets are associated with the correct projects and cost codes.

Managing Project-related financial documents:

  • Receive and process invoices, expense reports, subcontractor invoices, and purchase orders promptly.
  • Organize supporting documentation for expenses to facilitate invoice preparation.
  • Maintain a systematic filing system for easy retrieval of project-related documents.

Supporting Compliance Reporting:

  • Generate reports as required for compliance with regulatory requirements.
  • Ensure that all necessary documentation is readily available for audits.

Maintaining Project Files and Documentation:

  • Keep project files organized and up-to-date with all relevant documents.
  • Ensure easy accessibility of files for team members as needed.

Assisting in Reconciliations and Resolving Discrepancies:

  • Regularly reconcile project-related accounts to identify and rectify any discrepancies.
  • Investigate and resolve any discrepancies in a timely manner.

Assisting with Month-End and Year-End Closing Activities:

  • Collaborate with the accounting team to complete month-end and year-end closing tasks.
  • Ensure that all necessary adjustments are made before closing the financial period.

Assisting with Collection Activities:

  • Support collection efforts by monitoring accounts receivable and following up on overdue payments.

Facilitating Preparation of Fringe Benefits Statements and Payroll Forms:

  • Assist in gathering data and preparing fringe benefits statements, certified payroll, and TEC forms accurately and on time.

Assisting with Project Setup Forms and Reconciliations:

  • Help prepare project setup forms accurately to ensure proper allocation of resources.
  • Assist in reconciling project-related data to maintain accuracy in financial records.

Managing Data within Deltek Vantagepoint:

  • Ensure that data in the Deltek Vantagepoint system is accurate and up-to-date.
  • Troubleshoot any issues related to data entry or system functionality.

Streamlining and Improving Project Accounting Processes:

  • Identify inefficiencies in existing processes and propose solutions for improvement.
  • Implement changes to streamline project accounting procedures and enhance efficiency.

Providing Administrative Support:

  • Offer administrative assistance to the Project Accounting team as needed, including tasks such as scheduling meetings, managing correspondence, and organizing documents.
Requirements:

MINIMUM EDUCATION, LICENSURE, OR CERTIFICATION REQUIRED

  • Associate’s degree in business, accounting, or related field
  • 5+ years of relevant experience

ADDITIONAL DESIRED SKILLS

  • Ability to come into the office upon request
  • California Prevailing Wage experience
  • Deltek Vision / Vantegpoint
  • Excellent organizational skills to manage multiple projects/programs
  • Strong verbal and written communication skills
  • Thorough understanding of public sector, government contracting/invoicing (including Caltrans)
  • Poise and presence of mind to work effectively under pressure and with tight deadlines
  • Knowledge of business practices with Architectural, Engineering, and Construction consulting firms to make informed decisions
  • Expert level knowledge of Excel

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