Job Description

Position Summary

The Accounting Subcontracts Accounts Payable Clerk interacts with subcontractors as well as office and field staff in the collection and review of invoices and change orders from subcontractors on SPAN projects. This position ensures invoices, change orders, and billings are complete, original, signed, and accurate.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform and carry out all tasks with high attention to detail. Ultimately, a top-notch Accounting Subcontracts Accounts Payable Clerk should be highly organized and possess excellent attention to detail and the ability to meet critical deadlines. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Safety Responsibilities

• Prioritizes safety as the utmost importance, even before production, and promotes a team culture that makes safety the primary focus for all employees at all times.
• Adheres to safety procedures in accordance with OSHA and Company safety policies and regulations.

Strategic Responsibilities:

• Fully understands and shares a passion for the Company's core values, vision, mission, and objectives.
• Builds and maintains strong relationships as trusted advisors to our Employee-Owners.

Accounting/Clerical Responsibilities:

• Facilitates payment to subcontractors, which may include verification of federal ID numbers, reviewing contracts, change orders, and other similar documents such as purchase orders, and resolving discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and facilitates change orders or stop-payment orders as needed.
• Scans, codes, and routes AP invoices through Sage Paperless.
• Oversees document workflow.
• Supports the tracking of project deliverables.
• Reviews billing statements, invoices, and similar documents for accuracy, and alerts supervisory staff of any discrepancies.
• Matches invoices to POs.
• Pursues and maintains approvals for invoices.
• Ensures proper and effective communication with our vendors and the project team towards addressing project goals.
• Ensures all necessary data is being coded to both the GL and job cost ledger.
• Coordinates with Project Managers on subcontractor related costs.
• Works with management to properly report project metrics for management and senior leadership.
• Coordinates documents for billings, materials, and subcontractor costs.
• Ensures compliance and provides insurance, lien waivers, and billing support to the Risk Management Team.
• Ensures contract documents are executed properly and internal guidelines are being followed.
• Tracks weekly meetings and collaborates on project issues requiring attention.
• Distributes accounting reports as directed.
• Performs general office duties and administrative tasks such as manually and digitally filing accounting reports, records and correspondence, answering phones, running errands, archiving, word processing, creating spreadsheets using Excel and Smartsheets, and performing mathematical, computational, and bookkeeping work for the Accounting Department.
• Collects and compiles accounting data and information.
• Enters data into accounting databases and software programs, such as Sage 300.
• Maintains accurate records of accounting documentation and transactions.

Other Duties

• Reads and analyzes incoming memos, submissions, emails, correspondence, and reports in order to determine their significance and plan their distribution.
• Prepares responses to correspondence containing routine inquiries.
• May assist with mail distribution, answering telephones, and other clerical tasks as needed.
• Performs all duties with a high level of confidentiality, integrity, discretion, and judgment.
• Performs other tasks as deemed necessary or directed by management.

Skills and Abilities

High School Diploma or equivalent; Associates Degree preferred

Minimum one year of clerical and/or accounting administration experience

Subcontracts accounts payable experience preferred

Proficient in Microsoft Office and Microsoft 365 products, utilizing a PC, cell phone, and company communication tools (e.g. e-mail, internet, virtual meeting platforms, etc.)

Not applicable

• Must be able to receive instruction and supervision
• Possesses and conducts work with the highest ethical standards
• Ability to accurately and efficiently enter data into computer software and systems
• Mathematical and computational skills
• Good verbal and written communication skills

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