General Clerk III

Chugach Government Solutions•Del Rio, TX

4d•Onsite

About The Position

The General Clerk III coordinates, tracks, and maintains Civil Engineering work orders while ensuring accurate data management, timely invoicing, reporting, and compliance with contractual requirements. This position supports Civil Engineering operations by managing work order documentation from initiation through closeout, verifying labor, material, and parts cost data, coordinating the timely processing of invoices, and maintaining historical records. The incumbent prepares reports and analyzes operational data to support management decision-making, improve workflow efficiency, and ensure work is accurately documented, billed, and completed in accordance with contract requirements. Additionally, the General Clerk III provides administrative support and exceptional customer service while serving as a liaison between operations, finance, management, and customers to facilitate efficient and effective business operations.

Requirements

A Bachelors degree in Finance, Engineering, Business or similar, or Five (5) years of experience in: computerized maintenance management systems, invoice administration, contract billing, financial reporting, operations support, contract administration, or data analysis.
Valid Texas Class C Driver License.
Advanced proficiency with Microsoft Office Suite, particularly Microsoft Excel.
Demonstrated experience creating advanced Excel workbooks utilizing formulas, PivotTables, XLOOKUP, Power Query, charts, macros, and workflow automation.
Strong analytical and mathematical skills with the ability to interpret operational and financial data.
Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Ability to establish and maintain effective working relationships with employees, customers, subcontractors, and Government representatives.
Ability to read, write, speak, and understand English.
Ability to work independently with minimal supervision while contributing effectively as a team member.
Experience developing reports, dashboards, and performance metrics using Microsoft Excel or other business intelligence tools.

Nice To Haves

Experience utilizing computerized management systems such as NexGen, CMMS, ERP, or similar business applications.
Experience preparing, reviewing, tracking, and reconciling invoices and financial documentation.
Experience supporting Civil Engineering, Facilities Management, Public Works, or government service contracts.
Experience with contract billing, invoicing, and financial reconciliation.

Responsibilities

Assists with development, processing, tracking, and management of Civil Engineering work orders from initiation through closeout.
Prepare, review, verify, and consolidate work orders to ensure accuracy, completeness, and compliance with contractual and organizational requirements.
Monitor work order status and coordinate with supervisors and project personnel to ensure documentation is completed in a timely manner.
Maintain historical work order records and supporting documentation in accordance with record retention requirements.
Coordinate work order documentation required to support invoicing and contract reporting.
Oversees Civil Engineering invoicing activities to ensure completed work is accurately billed in accordance with contract requirements and established billing schedules.
Prepare, review, validate, and process customer invoices for completed work orders.
Verify labor, equipment, material, subcontractor, rental equipment, and parts costs prior to invoice submission.
Review supporting documentation to ensure invoices accurately reflect work performed and meet contractual billing requirements.
Coordinate with Operations, Procurement, Finance, subcontractors, and project personnel to resolve discrepancies affecting invoice preparation or payment.
Monitor invoice status, outstanding work orders, and accounts pending billing to reduce delays and improve cash flow.
Maintain invoice tracking logs and billing records to support audits, financial reporting, and contract compliance.
Assist with financial reconciliations related to work order completion, billing, and revenue reporting.
Prepare reports identifying billing trends, aging work orders, outstanding invoices, and other financial performance indicators.
Support monthly, quarterly, and year-end financial reporting activities related to work order completion and invoicing.
Capture, validate, analyze, and maintain operational and financial data within computerized management systems.
Develop, prepare, and distribute recurring and ad hoc reports, dashboards, spreadsheets, and data analyses.
Maintain data accuracy, integrity, and consistency across all reporting systems.
Utilize computerized maintenance management systems (CMMS), including NexGen, CEMS or similar applications, to manage work orders, billing information, and operational records.
Develop process improvements and reporting tools that enhance operational efficiency and financial visibility.
Prepare spreadsheets, reports, correspondence, presentations, listings, and other business documents utilizing Microsoft Office applications.
Provide professional customer service to internal departments, Government representatives, subcontractors, vendors, and external customers.
Respond to requests for information and assist in resolving documentation, billing, and administrative issues.
Coordinate with multiple departments to ensure operational requirements, documentation, and invoicing activities are completed efficiently.
Assist management with special projects, audits, and operational reporting as assigned.