Accounting and Admin Support Specialist

Background

Hoch Consulting is currently seeking a motivated and detail-oriented full-time Accounting and Administrative Support Specialist to join our team. This position will provide support in both administrative and accounting capacities to various internal stakeholders. In the accounting support capacity, key duties include assisting with financial record keeping, supporting client and staff expense tracking and invoicing, preparing reports, supporting audits, and contributing to various accounting and recordkeeping tasks as assigned. In the administrative support capacity, the role involves coordinating meetings and appointments, handling routine correspondence, updating and maintaining documents and file systems, and providing general office support. The successful candidate must be self-motivated, possessing excellent analytical skills and the ability to work independently and as part of a team.

Typical Duties and Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

Accounting Support

Payroll

• Process payroll accurately and on schedule, including review of timesheets, pay rates, reimbursements, and deductions.
• Maintain payroll records and support updates related to employee status changes, compensation changes, direct deposit, and withholding information.
• Coordinate with supervisors and staff to resolve payroll discrepancies and respond to routine payroll-related inquiries.
• Prepare payroll reports and support payroll reconciliations, year-end processes, and related compliance documentation.

Prevailing Wage

• Track prevailing wage requirements by project and support accurate application of labor classifications, wage determinations, and related documentation.
• Prepare, review, and maintain certified payroll records and other labor compliance documents for public works projects.
• Coordinate with project managers, staff supervisors, and corporate management to verify hours, wage rates, and supporting records for compliance reporting.
• Assist with project setup, audits, agency requests, and internal reviews related to prevailing wage and labor compliance requirements.

AR/AP Support

• Support the tracking and monitoring of subcontractor expenses and client invoices.
• Support Project Managers and other personnel in the collection and organization of data related to invoicing including timesheets, mileage logs, and expense receipts.
• Create client invoice drafts for manager review and disseminate invoices to clients where directed.
• Receive and process check and ACH payments.
• Assist with maintaining both front and back-end accounting software including, but not limited to, QuickBooks and budget reconciliation spreadsheets.
• Serve as the point of contact for accounting related inquires.

Recordkeeping and Documentation

• Maintain organized and accurate records and documentation of financial activities.
• Ensure data integrity and accuracy in all financial records and transactions.
• Assist in the filing and retrieval of financial documents.

Audit Support

• Provide support during internal and external audits.
• Assist in the collection and preparation of audit materials and documentation.

Additional Accounting Support

• Prepare and generate monthly and quarterly financial reports for management review.
• Track employee expenses and assigned budgets.
• Assist in maintaining financial document organization in Teams and SharePoint.
• Assist in the ongoing maintenance in improvements of our accounting practices and standards.

Administrative Support

Project and Subconsultant Insurance Tracking

• Track project and subconsultant insurance requirements and maintain organized records of certificates of insurance, endorsements, and related compliance documents.
• Monitor policy expiration dates and coordinate renewal requests to help ensure current coverage is received before project work begins or continues.
• Review insurance documents for completeness and coordinate with project managers, subconsultants, brokers, and carriers to resolve missing or noncompliant items.
• Support internal tracking and reporting of insurance status by project, including follow-up on outstanding items and maintenance of audit-ready documentation.

Coordinating Meetings and Appointments

• Schedule and organize meetings, appointments, and conferences.
• Prepare meeting agendas and distribute relevant documents in advance.
• Maintain and manage the team’s calendar to avoid scheduling conflicts.

Handling Routine Correspondence

• Draft and send emails, memos, and letters on behalf of management.
• Respond to general inquiries and direct them to the appropriate stakeholders.
• Organize and prioritize incoming mail and correspondence.
• Maintain a record of all correspondence for future reference.

Updating and Maintaining Documents and File Systems:

• Create, update, and organize both digital and physical files.
• Ensure documents are easily accessible and properly categorized.
• Perform data entry and maintain databases.
• Maintain confidentiality and security of sensitive information.

Providing General Office Support

• Assist with office supply management and procurement.
• Handle administrative tasks such as photocopying, scanning, and printing.
• Coordinate with other departments to ensure smooth office operations.
• Assist with travel arrangements, including booking flights, accommodations, and transportation.
• Assisting with general I.T. such as resetting passwords, coordinating outside assistance, and escalating items as needed and under supervision.
• Support event planning and organization, ensuring all logistics are effectively managed.

Qualifications

• Currently pursuing or completed a bachelor’s degree in Accounting, Finance or similar field.
• Experience with standard accounting systems and practices.
• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Previous experience in a professional office environment desirable but not required.

Benefits

Full Time Starting Benefits include: 14 paid vacation days, 13 paid sick days, up to 12 paid holidays, paid parental, bereavement, jury duty, and giveback (volunteer) leave, Health (medical, dental, and vision) Insurance, a wellness stipend, retirement plan with up to 4% salary match, life, accidental death and dismemberment, and long-term disability insurance, employee assistance program, climate change mitigation incentives, vehicle reimbursement, and company cell phone. Additional enhanced benefits are available based on role.

Application Procedure

As part of your application, we request that you provide a cover letter discussing your unique skills and experiences that make you a strong candidate for Hoch Consulting. Include any relevant projects or roles you've undertaken and explain your interest in working with our team. Please ensure that any confidential information is redacted.

Interested applicants should send a resume, cover letter, and references to wbostwick@hochconsulting.com.