Project Assistant - UIC Municipal Services

UIC Alaska•Anchorage, AK

About The Position

UIC Municipal Services is seeking a full-time Project Assistant to support its accounting department with daily financial transactions and administrative duties. The role prepares, verifies, and processes accounts payable and accounts receivable invoices, maintains related financial records, and assists with reconciliations, reporting, and audits. It also coordinates personnel travel, including reviewing travel requests and orders, arranging travel accommodations, and preparing itineraries.

Requirements

High school diploma or GED.
2–5 years of related accounting experience.
Proficiency in Microsoft Excel, Word, and Outlook.
Strong written, verbal, and telephone communication skills.
Accurate 10-key data entry skills.
Knowledge of travel and charge card regulations, policies, and procedures, and ability to plan emergency travel.
Knowledge of basic accounting principles.
Ability to multitask, work under pressure, and meet deadlines.
Ability to maintain strict confidentiality of corporate information.
Strong reading comprehension, time management, critical thinking, and basic mathematics skills.
Knowledge of clerical procedures and office practices.
Strong oral and written expression, problem-solving, and information organization abilities.
Must pass a Non-DOT pre-employment drug screening.
Ability to sit for extended periods and perform repetitive data entry.
Ability to occasionally lift files or boxes weighing up to 10 pounds.
Ability to focus, attend to detail, and manage multiple tasks under deadlines.
Ability to communicate effectively and professionally with internal and external stakeholders.

Responsibilities

Create monthly invoices using Timberscan WIP reports and Excel, customizing bills according to contract billing terms.
Monitor the shared inbox daily for accounts payable and accounts receivable documents and determine the appropriate action.
Review and process invoices, past-due statements, and related financial documents received by email.
Enter and verify invoice accounting codes against the chart of accounts.
Obtain required approvals for properly coded invoices before batch processing.
Process approved accounts payable invoices for payment and ensure timely mailing to vendors.
Process approved accounts receivable deposits to customer accounts.
Submit certified payroll reports to the State of Alaska each week.
Document, file, and reissue voided or canceled checks as needed; post adjustment or corrective entries when appropriate.
Maintain and organize accounts payable and accounts receivable files, vendor and customer records, documents, and audit cycles.
Transmit financial documents by fax, email, mail, or accounting software systems.
Assist with monthly reconciliation of accounts payable and accounts receivable transactions against statements and aging reports.
Generate and file AP Edit Reports and other relevant reports for general ledger review.
Assist with annual or ad hoc accounts payable and accounts receivable audit preparations.
Provide UIC staff and vendors with support and guidance regarding accounts payable and accounts receivable processes and inquiries.
Work with bank treasury management partners to maintain account accuracy.
Coordinate with credit card program contacts to ensure transactions are accurately recorded and documented.
Verify travel orders and compare carrier costs, availability, convenience, routes, and travel regulations to select advantageous travel arrangements.
Review approved travel requests for authority, dates, travel mode, special arrangements, supporting documents, and other pertinent information for Water & Sewer and Underground Projects.
Deliver personnel files and travel orders to employees before departure.
Perform other accounting-related duties as assigned.