Project Assistant - UIC Municipal Services

Overview

UIC Municipal Services seeks a full-time Project Assistant to join our team. Project Assistant will be responsible to prepare, verify, and process accounts payable (A/P), and accounts receivable (A/R) invoices. This role supports the accounting department with daily financial transactions and assists with additional accounting tasks and administrative duties as assigned. The Project Assistant will also book travel, develop travel itineraries, and schedule travel accommodations for personnel according to travel orders using knowledge of routes, types of carriers, and travel regulations.

Responsibilities

Essential functions will include:

- Create monthly invoices by using Timberscan WIP reports and Excel to customize bills using contract billing terms.

- Monitor shared inbox daily for A/P and A/R-related documents; determine appropriate action (e.g., process for payment, request coding/authorization, route to appropriate personnel).

- Review and process invoices, past due statements, and related financial documents received via email.

- Input and verify accounting codes on invoices for accuracy against the chart of accounts.

- Seek appropriate approvals for properly coded invoices prior to batch processing.

- Process approved accounts payable invoices for payment and ensure timely mailing to vendors.

- Process approved accounts receivable deposits to customer accounts.

- Turn in certified payroll reports to the State of Alaska each week.

- Handle voided or canceled checks due to errors, loss, or returns; document, file, and reissue per policy; post adjustment or corrective entries as needed.

- Maintain and organize A/P and A/R files, including vendor and customer records, documents, and audit cycles.

- Transmit financial documents via fax, email, mail, or accounting software systems.

- Assist with monthly reconciliation of A/P and A/R transactions against statements and aging reports.

- Generate and file “AP Edit Reports” and other relevant reports for general ledger review.

- Assist with annual or ad hoc A/P and A/R audit preparations.

- Provide support and guidance to UIC staff and vendors regarding A/P and A/R processes and inquiries.

- Interface with bank treasury management partners to maintain account accuracy.

- Coordinate with credit card program contacts to ensure accurate and documented transaction recording.

- Perform other accounting-related duties as assigned.

- Verify travel orders to ensure costs, availability, and convenience of different types of carriers and selects the most advantageous route and carrier.

- Receive and review approved travel requests for authority, travel dates, mode of travel, special arrangements (supporting documents, excess baggage, hotels, car rentals) and other pertinent information for both Water & Sewer and Underground Projects.

- Delivering personnel files and travel orders to people prior to departure.

Qualifications

Minimum Qualifications:

- A High School Diploma or GED.

- 2–5 years of related accounting experience.

- Proficient in Microsoft Excel, Word, and Outlook.

- Strong written, verbal, and phone communication skills.

- Accurate 10-key data entry skills.

- Must have knowledge of travel and charge card regulations, policy and procedures and be able to plan for individuals requiring emergency travel.

- Knowledge of basic accounting principles.

- Ability to multi-task, work under pressure, and meet deadlines.

- Ability to maintain strict confidentiality of corporate information.

- Strong skills in reading comprehension, time management, critical thinking, and basic mathematics.

- Knowledge of clerical procedures and office practices.

- Strong abilities in oral and written expression, problem-solving, and information organization.

- All employees must pass Non-DOT pre-employment drug screening.

Physical and Mental Demands:

- Work is primarily sedentary and performed at a computer workstation.

- Must be able to sit for extended periods and perform repetitive data entry.

- Occasional lifting of files or boxes up to 10 pounds.

- Requires focus, attention to detail, and the ability to manage multiple tasks under deadlines.

- Must be able to communicate effectively and professionally with internal and external stakeholders.

Working Conditions:

- Work is performed in a standard office environment.

- Noise level is generally moderate, typical of office settings.

- Occasional extended hours may be required during peak periods (e.g., month-end, year-end).

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