Position:       Data Entry / Bookkeeper

Location:      Virginia Department of Transportation

                        Hampton Roads Harbor Tunnels

Status:           Full-Time Employee           

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

Compensation:

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

Scope of Work:

U.S. Facilities, Inc., a consolidated facility management service company, is seeking Bookkeepers that can complete several tasks. This is to be accomplished on a routine basis as outlined in the following 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.
• Assist personnel with benefits information.
• Coordinate 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.
• Assist 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.
• Any other duties as assigned by a supervisor and/or USF Senior Project Manager.

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.

NOTE: This position is designed as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Project Management will determine when essential positions are required.  

Valid driver’s license is required. DMV records check is required. Pre-employment drug screen is required. Fingerprint-based Criminal History Records Check is required.  

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