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Entry Level Information Specialist

Date Posted: 8/5/2019

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Job Description

 

  1. SUMMARY:

Responsible for quality assurance reviews of all project deliverables, submitted by independent contractors, to validate site completion.  Collaborate with Project Management and Accounting Department to make sure all contractors are paid, and customers are invoiced properly. Work closely with Resource Managers and Project Managers to make sure independent contractors are turning in all project deliverables in a timely manner. Manage contractor onboarding process, answering questions and collecting sign-up documentation from independent contractors wanting to work with. Perform various administrative assignments that are non-secretarial.  Exercise considerable discretion and independent judgment, and asking questions appropriately when working with a variety of departments.

 
  1. ESSENTIAL FUNCTIONS:
    1. Quality Assurance Review of Closeout Documentation
Percentage of time spent in this area: 40%
 
      1. Search the project portal for sites that independent contractors have uploaded deliverables, or upload deliverables faxed/emailed by contractors.  Make sure all paperwork is properly filled out and photos are appropriate and correct.
      2. Work with independent contractors to resolve issues of incomplete or incorrect deliverables uploaded to the project portal.
      3. Ensure customers receive any documentation required as part of the project SOW via email or project portal in a timely manner.
      4. Enter all data from site deliverables into the project portal for use by staff and customers.
 
    1. Pay and Invoice
Percentage of time spent in this area: 40%
 
  1. Process and validate customer invoicing per work order. This includes making sure any out of scope hours on site are justified, sales tax is correct, "add-ons' are included, any special invoice agreements made by project management are included on the invoice, and invoice amounts that deviate significantly from normal are escalated.
  2. Process and validate independent contractor pay per work order. This includes making sure out of scope hours on site are properly documented, contractor supplies have the proper receipt, any special pay agreements made by project management are included on the invoice, pay amounts that deviate  significantly  from normal are escalated.
  3. Close pay and invoice batches weekly, making sure all numbers are correct and verified by project management
  4. Work with Accounting Department to ensure all invoices are sent to customers and all paychecks are sent to independent contractors.
 
    1. Follow-up on Missing Deliverables
Percentage of time spent in this area: 10%
 
  1. Call and email independent contractors to expedite recovery of any late project deliverables.
  2. Work with project management on any issues or questions that arise from independent contractors regarding what is needed for site closeout.
 
    1. Sign up new Contractors
Percentage of time spent in this area: 5%
 
  1. Answer emails and phone calls from independent contractors inquiring about doing work with our Deployment Services
  2. Ensure new contractors have turned in all documentation required to do work with our Deployment Services
  3. Call and email independent contractors missing information or documentation needed to complete sign up process.
 
    1. Various Duties
Percentage of time spent in this area: 5%
 
  1. Organize weekly sales tax into spreadsheets for use by Sr. Process Manager
  2. Communicate with customers regarding purchase orders, site closeout documentation, or invoice issues as needed
  3. Run reports from project portal, make confirmation calls to technicians, additional data entry into the p

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Job Snapshot

  • Employee Type:Contractor-to-Hire
  • Location:Eden Prairie, MN
  • Job Type:Accounting
  • Experience:None
  • Education:4 Year Degree
  • Date Posted:8/5/2019
  • Contact: Matthew Lee (612) 252-4759
  • Pay Range: $18.00 - $23.00 Hourly
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Job Reference: JO-1906-61545