Operational Support Coordinator

2 weeks ago

Spokane, Washington, United States National Guard Employment Network Full time

Job Overview

NOTICE TO MILITARY-RELATED JOB CANDIDATES - Our organization collaborates with partner companies to identify qualified individuals for their available positions. This role is open to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you possess the necessary skills, educational background, and experience, please proceed with the application process. Unless otherwise specified, this position is designated as "On-Site" at the location indicated in the job listing.

Be part of the future

We are a unified team, committed to working together to develop meaningful solutions that drive progress.

We invite you to become a member of our diverse group of talented individuals - you bring your skills, and we will provide the environment and opportunities for your growth and success.

We are dedicated to making a positive impact.

What We Provide:
Competitive compensation

Paid time off for vacations, holidays, and sick leave

Comprehensive benefits package including 401K, medical, dental, and vision coverage

Opportunities for on-the-job and cross-training

Supportive and collaborative team atmosphere

Commitment to safety through our Zero Harm initiative

Key Responsibilities


The Business Support Specialist is tasked with executing and managing standardized business support processes that comply with company policies and government regulations.

This role will report to the Regional Business Administration Manager.

Daily Duties Include:

Assisting the Regional Business Operations Manager in the development, implementation, and management of standardized business support processes that align with company policies and regulatory compliance.Performing timesheet data entry in the Time Entry system. Submitting manual overrides to Payroll weekly, as necessary. Monitoring vacation, sick, and floating holiday usage.

Reviewing the Kronos Exception Report weekly and rectifying errors prior to integration into Time Entry.

Maintaining electronic file storage of timesheets on the Area Shared Drive.

Setting up the correct prevailing wage rate for SRs and projects in the PWS system weekly.

Sending Certified Payroll Reports and Statements of Compliance to clients weekly, for services rendered. Filing electronically in the designated compliance portal or with the State weekly, as required.

Submitting PW restitution requests to the designated compliance analyst for processing.

Managing the Accounts Payable invoice queue in Basware Alusta.

Coordinating PO receipts, and new or adjusted POs with ICS or PC/PM for timely invoice processing to meet established KPIs.

Reviewing the ACE Accrued Receipts report monthly and submitting adjustments to the Fire Service Manager for approval.

Conducting invoice research on monthly statements received from suppliers, as well as invoices processed against a PO when necessary. Responding to inquiries from suppliers regarding invoices and payments.

Completing and submitting manual check requests for immediate payments not processed through Basware Alusta.

Completing and submitting out-of-cycle payment requests via the EGPR tool.

Assisting local requesters with new supplier setups and managing the process. Performing supplier updates and changes as required.


Following established procedures related to refund checks from suppliers or returned/unused checks to ensure funds are allocated to the appropriate department or project.


Acting as the district contact with the Vendor Master Team, Field Subcontractor Team, PBC Invoice Processing Team, and PBC Payments Team.

Maintaining and replenishing office supplies as necessary.

Routing incoming calls and distributing incoming mail.

Performing additional duties as assigned by the RBAM.

Qualifications

Required:
High School Diploma

Strong attention to detail and exceptional organizational abilities.

Proficiency in MS Excel and Word.

Ability to manage multiple tasks in a fast-paced, deadline-driven environment.

Excellent written and verbal communication skills.

Capability to prioritize projects and strong problem-solving abilities.

Good research skills and meticulous attention to detail.

Preferred:

3-5 years of experience in the construction sector.

2-year degree or equivalent combination of education and experience.

2+ years of experience with Washington state prevailing wage.

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