Accounting Assistant Job at MRA-The Management Association in City of Pewaukee

Overview

An MRA Member is looking for...
Accounting Assistant
Waukesha, WI

Responsibilities

1. Accounts Payable / Job Costing
   • New Projects
     • Verify vendor addresses in the Accounts Payable system and internal job logs/checklists to match Federal W-9 information within one day of receipt.
     • Add subcontracts and suppliers to job logs/checklists to track submitted waivers.
     • Draft mechanics lien waivers including: real estate owner, job description, contract values, subcontractor legal name, and scope of work.
     • Distribute billing information to subcontractors within 7 days of subcontract issuance.
   • Ongoing (Daily Tasks Unless Otherwise Noted)
     • Monitor email and other sources for incoming subcontractor and supplier invoices to ensure timely receipt and recording.
     • Codify all invoices with correct amounts (including retention on applicable contracts) and route for required approvals.
     • Accurately enter invoices into the Accounts Payable system.
     • Review invoices for lien waivers, ensure compliance, and obtain any missing waivers.
     • Process and route general/admin invoices not related to jobs.
     • Gather information for joint checks and alert appropriate parties.
     • Assist in obtaining conditional and unconditional lien waivers from subcontractors and suppliers post-disbursement:
       • Understand waiver requirements per project by communicating with Project Managers, Project Coordinators, and Job Cost Accountant.
       • Draft accurate unconditional waivers in internal/client-specific formats.
       • Follow up weekly to ensure return of waivers.
     • Maintain logs of 2nd tier subcontractors and suppliers and collect waivers as needed.
   • Accounts Payable Checks
     • Prepare payment checks with the following steps:
       • Coordinate with Job Cost Accountants during construction draws to verify required documents.
       • Communicate documentation needs with Project Coordinators and JCAs.
       • Help secure documentation to prevent delays in future payments.
       • Verify all needed documents are received within 48 hours before issuing checks.
       • Help obtain missing documentation that would delay payment.
     • Maintain/update logs for:
       • Held checks - Follow up periodically to release within 48 hours of check date.
       • Held invoices - Track those that cannot be entered into Spectrum and route for approval. Provide regular updates and work to resolve issues.
     • Process employee expense reports weekly and before payroll to ensure timely reimbursement.
     • Assist with general filing as required.
     • Proactively collect documentation from subcontractors/suppliers to enable check payments within 7 days of project funding.
   • End of Month
     • Support JCAs with monthly subcontractor invoicing for timely client billing.
     • Send reminders to subcontractors/suppliers for monthly invoices.
     • Follow up on missing, incorrect, or unapproved invoices.
2. General Accounting
   • Maintain Accounts Payable vendor files.
   • Prepare and distribute Accounts Payable checks.
   • Maintain accurate W-9 and 1099 records (FEINs, legal names, addresses).
   • Maintain a centralized Federal W-9 filing system.
   • Update addresses in AP Utilities, Accounting Checklist, and notify relevant departments.
   • Support Use/Sales tax accrual preparation by sending relevant invoices to tax preparer.
   • Assist with credit card and bank reconciliations.
   • Help reconcile AP, AP retention, and run month-end reports.
3. Other Duties
   • Assist VP of Finance, Controller, and Managers with special projects:
     • Provide support to JCAs as directed.
   • Coordinate with other admin staff and Project Coordinators to assist with reception/phone coverage as needed.

Qualifications

• Education & Experience
  • High School Diploma or equivalent required
  • Associate's degree in Accounting or Finance preferred
  • 1-3 years' experience in construction management accounts payable
• Knowledge & Skills
  • Proficiency with Microsoft Office (Excel, Outlook, File Explorer, Word)
  • Strong accounts payable knowledge preferred
  • Detail-oriented with strong organizational skills
  • Self-motivated and capable of working independently
  • Willingness to learn and contribute to process improvements