Office Clerk

Irby Construction Company•Geismar, LA

11d•Onsite

About The Position

The Office Clerk supports accurate and timely accounts payable processing, invoice administration, payroll support, and general office coordination in a fast-paced utility construction environment. Based in the Geismar, Louisiana office, the position reviews and processes invoices, verifies purchase order and job cost information, maintains financial records, and supports employee timekeeping and payroll activities. The role primarily focuses on accounts payable and invoice processing, with additional responsibility for payroll support and general office administration. The Office Clerk works closely with field operations, Accounting, Payroll, Human Resources, and vendors to resolve discrepancies, maintain confidentiality, and meet recurring deadlines.

Requirements

High school diploma or equivalent required.
Working knowledge of invoices, purchase orders, account coding, timekeeping, and basic reconciliation practices.
Proficiency in Microsoft Office, particularly Excel and Outlook.
Strong attention to detail and organization, with the ability to meet recurring deadlines.
Ability to communicate professionally with vendors, field personnel, and internal departments.
Ability to maintain confidentiality and work accurately in a high-volume environment.
Ability to sit for extended periods while working at a computer.
Ability to lift and carry up to 20 pounds, such as files and office supplies.

Nice To Haves

At least 1–2 years of experience in office administration, accounts payable, invoice processing, payroll support, bookkeeping, or related clerical work.
Associate degree or coursework in Accounting, Finance, Business, or a related field.
Experience in construction, utilities, or project-based accounting and job cost coding.
Experience with ERP/accounting systems such as JD Edwards or comparable platforms.
Experience with employee timekeeping, payroll data entry, payroll verification, and resolving pay-related discrepancies.
Experience with invoice matching, vendor reconciliations, and process improvement.

Responsibilities

Receive, review, code, and process vendor invoices accurately and within established deadlines.
Verify invoice details against purchase orders, receipts, delivery tickets, and supporting documentation.
Assign and verify project, cost, and general ledger codes in coordination with Accounting and Operations.
Identify and resolve discrepancies involving invoice amounts, pricing, quantities, approvals, and duplicate charges.
Coordinate with vendors, project personnel, and corporate Accounting to obtain missing information and resolve payment inquiries.
Maintain organized electronic and physical accounts payable records, invoices, approvals, and related correspondence.
Track outstanding invoices, approval status, and payment-related issues, and follow up to support timely processing.
Assist with accounts payable reconciliations, reporting, month-end close, and audit documentation as requested.
Follow established approval workflows, purchasing procedures, internal controls, and company policies.
Collect, review, enter, and submit employee timecards and payroll information; provide payroll backup, including reviewing timesheets in Warthog and pulling reports to ensure payroll accuracy.
Verify regular hours, overtime, leave, job codes, and payroll adjustments; investigate discrepancies with supervisors and the Payroll team.
Maintain confidentiality of employee payroll information and sensitive financial records.
Coordinate with field operations, HR, Payroll, and Accounting to ensure accurate and timely information exchange.
Use company ERP, invoice processing, and timekeeping systems to maintain accurate records and transaction histories.
Prepare routine accounts payable and payroll reports, monitor deadlines, and escalate outstanding items for resolution.
Support improvements to invoice processing, documentation, and administrative workflows.
Provide general office clerical support, including filing, data entry, document management, correspondence, and other assigned accounting or payroll tasks.

Benefits

Multiple BCBS medical plan options, with in-network preventive care covered at no cost, a nationwide provider network, and access to virtual care for primary care, dermatology, general medical needs, and mental health support.
Prescription drug coverage with all medical plans, plus tools and advocacy support to help manage healthcare costs.
Dental plans with 100% coverage for preventive care and orthodontia options for adults and children, plus vision coverage with annual exams and frame allowances.
Health Savings Account options, Healthcare FSA, Limited Purpose FSA, and Dependent Care FSA (up to $7,500).
401(k) retirement plan with immediate eligibility and vesting, and a company match of 100% on the first 3% and 50% on the next 3%, up to a 4.5% total match.
Company-paid basic life and AD&D coverage, optional supplemental life insurance for employees and dependents, and short-term and long-term disability coverage.
Employee Assistance Program with confidential mental health, financial, family, and wellbeing support at no cost to employees and their household.
Optional accident, hospital indemnity, critical illness, identity theft protection, pet insurance, home/auto insurance, and long-term care coverage.
Access to exclusive employee discounts and participation in Quanta Cares, a disaster relief fund supporting employees and families during times of need.
Inclusive work environment, family-oriented culture, and clear pathways for career growth and advancement.