The position of Accounting Assistant shall be a full time non-exempt position within the Accounting Department of H.E. Callahan. The Accounting Specialist shall report directly to the Director of Finance and Administration, but shall be responsible for providing reporting and assisting multiple managers and H.E. Callahan Management (including but not limited to); Project Managers, Owners, and Vice Presidents. Nothing in this description shall preclude the individual holding this position from filling other part-time requirements of H.E. Callahan Construction Co.

Skills and Knowledge

· The Accounting Assistant must have strong accounting and computer skills, preferably with commercial construction experience.

· The Accounting Assistant will have the ability to perform all tasks listed in this job description.

· The Accounting Assistant must be accustomed to a high volume of work and be capable of extreme attention to detail.

· The Accounting Assistant will process payroll and set up vendors only when proper documentation is in place to do so.

· The Accounting Assistant must have an understanding of the importance of confidentiality when performing tasks related to treasury, personnel and corporate matters.

· The Accounting Assistant must have the ability to work with a team, have a good attitude about working with others and be willing to follow all company personnel and safety rules.

Responsibilities

· Manages all packing slips and purchase orders, reconciles packing slips and purchase orders to invoices, posts invoices and reconciles vendor statements in a timely manner.

· Communicates with Project Managers regarding subcontractor inquires, and Accounts Payable invoice questions.

· Processes AP check run via Nvoicepay on a weekly basis.

· Coordinates preparation of the weekly subcontractor payments in conjunction with the Manager of Finance and Admin for presentation to the Project Managers.

· Compares data from weekly timecards to data that has been entered into the job costing software, as well as the payroll service website.

· Responsible for processing weekly payroll, as well as setting up new employees, updating rates of pay and setting up new payroll deductions.

· Handles all vendor telephone calls and answers any client or subcontractor billing or payment questions or concerns at the direction of the Project Manager/Estimator.

· Completes all credit applications and is responsible for having all W-9’s on hand prior to payment to a new vendor.

· Processes 1099’s and maintains all contract, requisition, and vendor files.

· Responsible for the office credit accounts, and insures the timely payment in order to avoid late fees or interest charges.

· Responsible for assuring that lien waivers are processed after all payments to the appropriate vendors and for tracking their return, and is responsible for having current Certificates of Insurance on file for all Subcontractors.

· Is responsible for all company vehicles/equipment to be registered each month.

· Assists with telephone coverage, picks up and processes mail.

· May be asked to assist other employees with special tasks when appropriate.

· May be asked to perform jobs not listed in this description if in the best interests of the company.

Qualifications & Experience

· High school graduate or have a G.E.D.

· Must have at least five years’ experience with QuickBooks, preferably in the commercial construction industry.

· A college degree in accounting is preferred.

Compensation

· Dependent upon experience

Job Type: Full-time

Pay: $23.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Auburn, ME 04210: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Required)

Work Location: One location

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