Project and A​/P Accounting Assistant

Project and A/P Accounting Assistant

Location:

Berkeley, CA. Full‑time, in‑person at our headquarters.

Our headquarters in Berkeley, CA is seeking a full‑time experienced professional who is skilled in Deltek and professional services accounting/consulting processes to be our Project and Accounts Payable Accounting Assistant. The accounting team reports to the Director of Business Services, Senior Accounting Manager, and the MIG Officers Team (CEO, CFO, COO). Due to the nature of the role, this position must be full‑time working in‑person in our headquarters in Berkeley, CA.

• Collaborative Teammate:
  Work as part of a cross‑office, cross‑discipline team of professional planners, designers, and technical staff who provide consultation to private non‑profit, public agencies and private sector clients throughout the nation on projects that enhance community livability, support revitalization, and connect people with nature and culture.
• Dual Role:
  Act as the Project and A/P Accountant, a firmwide resource with an integral role in the company’s accounting and related administration that requires collaboration with Project Managers, other administrative staff, office leadership and our headquarters (“Business Office”). Work closely with a diverse team of professionals to invoice clients and coordinate and complete the firmwide accounts payable tasks, including expense reporting and vendor invoices.
• Project Accountant duties (≈40%):
  • Project accounting/invoicing/billing:
    Generate monthly invoices; coordinate with PMs and Principals for changes and to ensure accuracy with any requirements under the contract; submit invoices to client; process subconsultant A/P invoices.
  • Project set‑up in Deltek including the project team, budgets, phases/tasks, and sub‑consultants.
  • Contracts:
    Work with project teams to ensure contract compliance and understanding of contract terms; track signatures and end dates; coordinate with PMs and Principals for follow‑up and additional services or change letters.
  • Project management/financial health:
    Analysis and reporting support; monitor, communicate and resolve accounting issues related to assigned projects with PMs and Principals; monitor and report monthly unbilled services balance to management; assist with follow‑through to recover losses; detail remedies for overages in a monthly Financial Health Report in Deltek.
  • Monthly A/R reporting and collecting:
    Coordinate with Principal/Director of Office Operations and Business Office for follow‑up on late payments and record updates in a monthly A/R report.
  • Back‑up general office duties:
    In the event of office manager and administrative assistant vacations, serve as contact for office staff for general administrative/office/expense and Deltek data entry tasks; coordinate with office vendors, couriers and suppliers; help maintain a clean, organized and well‑equipped office.
• Accounts Payable/firmwide duties (≈60%):
  • Weekly processing of vendor invoices and a high volume of firm‑wide employee expense reports, including data entry and review for accuracy/approvals.
  • Assist in preparing weekly check runs to vendors and staff; match checks/ensure accuracy.
  • Combine, organize and edit documents in Adobe Acrobat PDF Pro.
  • Maintain listings of vendors and accounts payable aged balances.
  • Enter data into accounting system (Deltek).
  • Resolve payable issues and inquiries.
  • Ensure vendor files and information are complete and supported by a W‑9 or other relevant documentation such as insurance for sub‑consultants.
  • Email and mail distribution: manage high‑volume AP email address; open, sort, and distribute documents for approval.
  • Prepare professional and timely written responses to routine inquiries.
  • Assist with annual preparation of 1099s and other required reporting and filings.
  • General clerical duties including filing, photocopying, faxing, scanning, and mailing.
  • Support to A/R accountants in pulling A/P for invoices.
  • Various other general accounting functions for the accounting department.

• Associate’s degree in any field. A Bachelor’s or Master’s degree in accounting or another field is a plus.
• Relevant experience in accounting…