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. The position prepares, verifies, and processes accounts payable and accounts receivable invoices; supports daily financial transactions and other accounting and administrative duties; and coordinates employee travel by booking arrangements and preparing itineraries according to travel orders, routes, carrier options, and travel regulations. The role also supports invoice processing, reconciliation, audit preparation, financial recordkeeping, and inquiries from staff and vendors. It handles travel requests and related documentation for Water & Sewer and Underground Projects. Work is primarily sedentary at a computer workstation in a standard office environment. Occasional extended hours may be required during peak periods such as month-end and year-end.

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 for individuals.
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.

Responsibilities

Create monthly invoices using Timberscan WIP reports and Excel, customizing bills to contract billing terms.
Monitor the shared inbox daily for accounts payable and receivable documents and determine appropriate next steps, such as processing, requesting coding or authorization, or routing documents.
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 appropriate approvals for 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, and post adjustment or corrective entries when appropriate.
Maintain and organize accounts payable and receivable files, vendor and customer records, documents, and audit cycles.
Transmit financial documents by fax, email, mail, or accounting software.
Assist with monthly reconciliation of accounts payable and receivable transactions against statements and aging reports.
Generate and file AP Edit Reports and other reports for general ledger review.
Assist with annual and ad hoc accounts payable and receivable audit preparation.
Provide support and guidance to UIC staff and vendors regarding accounts payable and receivable processes and inquiries.
Work with bank treasury management partners to maintain account accuracy.
Coordinate with credit card program contacts to ensure transactions are recorded accurately and documented.
Perform other assigned accounting-related duties.
Verify travel orders and assess carrier costs, availability, convenience, routes, and other options to select advantageous travel arrangements.
Receive and review approved travel requests for authorization, dates, travel mode, special arrangements, supporting documents, excess baggage, hotels, car rentals, and other pertinent information for Water & Sewer and Underground Projects.
Deliver personnel files and travel orders to employees before departure.