Project and A​/P Accounting Assistant

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: You will 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: As the Project and A/P Accountant, you would be a firmwide resource and have 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”). You will also work closely with a diverse team of professionals to invoice our clients and to help coordinate and complete the firmwide accounts payable tasks, including expense reporting and vendor invoices.
• Project Accountant duties: 40% of your time you will be responsible for the day-to-day project accounting transactions. Duties include, but are not limited to the following and can expand if capacity is available:
  • Project accounting/invoicing/project 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; tracking for signatures and end dates; coordinate with PMs and Principals as needed 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, you may be asked to serve as contact for office staff for general administrative/office/expense and Deltek data entry tasks; coordinate with office vendors, couriers and suppliers; and help maintain a clean, organized and well-equipped office.
• Accounts Payable/firmwide duties: The majority of your time (60%) you will be responsible for completing day-to-day accounting for accounts payable and expense reimbursement transactions in a timely and accurate manner. Duties include, but are not limited to the following and can expand if capacity is available:
  • 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 subconsultants.
  • Email and mail distribution: manage high-volume AP email address; and open, sort, and distribute documents for approval.
  • Prepare professional and timely written responses to routine inquiries.
  • Assist…