Fire Business Support Specialist

Responsibilities include but are not limited to the following day-to-day general office duties:

• Assists Regional Business Administration Manager in developing, implementing, and executing the business support standardized processes that align with company policies and government compliance.
• Perform timesheet data entry in the Time Entry system. Submit manual overrides to Payroll weekly, as needed. Track vacation, sick, and floating holiday usage.
• Review Kronos Exception Report weekly and correct errors prior to feed into Time Entry.
• Maintain electronic file storage of timesheets on the Area Shared Drive.
• Setups correct prevailing wage rate for SRs and projects in the PWS system weekly.
• Send Certified Payroll Reports and Statements of Compliance to customers weekly, for service. File electronically in the designated compliance portal or with the State weekly, and as required.
• Submit PW restitution requests to designated compliance analyst for processing.
• Manage Accounts Payable invoice queue in Basware Alusta. Coordinate PO receipts, and new or adjusted POs with ICS or PC/PM for timely invoice processing to meet established KPIs.
• Review ACE Accrued Receipts report monthly and submit adjustments to Fire Service Manager for approval.
• Perform invoice research of monthly statements received from suppliers, as well as invoices processed against a PO when needed. Respond to invoice and payment inquiries from suppliers.
• Complete and submit manual check requests for immediate payments not processed through Basware Alusta.
• Complete and submit out of cycle payment requests via the EGPR tool.
• Assist local requesters with new supplier setups and manage the process. Perform supplier updates and changes as needed.
• Follow the established process related to refund checks from suppliers or returned/unused checks to ensure funds are returned to the appropriate department or project.
• Act as district contact with the Vendor Master Team, Field Subcontractor Team, PBC Invoice Processing Team, and PBC Payments Team.
• Maintain and replenish office supplies as needed.
• Route incoming calls and distribute incoming mail.
• Perform other duties as directed by RBAM.

Required:

• High School Diploma
• Strong attention to detail and excellent organizational skills.
• Must be proficient in MS Excel and Word.
• Must have the ability to multi-task in a fast paced and deadline driven environment.
• Excellent written and verbal communication skills.
• Ability to prioritize projects and strong problem-solving skills.
• Good research skills and attention to detail.

Preferred:

• 3-5 years' experience working in the construction industry.
• 2-year degree, or equivalent combination of education and experience