Administrative Support Specialist

Administrative Support Specialist General Information

Job Type: Full-Time - Start date February 1, 2027

Location:

Four Seasons Environmental, Inc.

- USGS EMRF, Golden, Colorado

Schedule:

Monday through Friday, 7a - 3.30p TBD

Pay: 32.69 per hour plus fringe benefit of $9.18/hr. additional

Minimum Experience:

Three years

The Administrative Support Specialist manages daily billing, purchasing, reporting, payroll support, and administrative activities. The position supports management and facility operations by maintaining accurate records, coordinating invoice and purchasing documentation, monitoring site costs and required training, and assisting with general office functions. The role focuses on transaction processing, documentation, and operational support rather than tax preparation or general ledger responsibilities.

Limited training hours may be scheduled during the weeks leading up to the official full time start date based on project and startup needs.

• Accounts Payable and Purchasing
• Process vendor and supplier invoices in accordance with purchase orders, contracts, and company procedures.
• Verify invoice accuracy, coding, approvals, and supporting documentation before submitting invoices for payment.
• Track payment status, resolve invoice discrepancies, and communicate with vendors and internal staff as needed.
• Assist with purchasing systems, order monitoring, purchase order verification, and vendor documentation.
• Maintain organized and audit-ready accounts payable and purchasing records.
• Accounts Receivable and Billing
• Prepare and submit client invoices in accordance with contract terms, approved documentation, and billing schedules.
• Monitor payments, outstanding balances and aging reports, and follow up with client on unpaid invoices.
• Coordinate with clients, project management, and accounting staff to resolve billing questions or discrepancies.
• Maintain accurate and complete accounts receivable records and supporting documentation.
• Cost Tracking and Documentation Support
• Maintain organized supporting documentation for site expenses, purchases, vendor invoices, and client billing.
• Update site logs and spreadsheets used to track purchase orders, invoices, estimates, costs, and billing status.
• Review records for missing information or apparent discrepancies and notify management or Accounting.
• Provide requested reports and supporting documentation to Accounting and management by established deadlines.
• Maintain complete, audit-ready files in accordance with company procedures and contract requirements.
• Payroll and Human Resources Support
• Verify timekeeping, labor allocations, leave usage, and employee status changes that affect payroll or billing.
• Compile and submit payroll support documentation in accordance with company procedures and deadlines.
• Reconcile employee labor hours and related data with payroll and billing records.
• Maintain organized payroll and related human resources records for audits, compliance reviews, and internal controls.
• Provide payroll and labor information to corporate Payroll, Human Resources, Accounting, or management as requested.
• Support certified payroll and other contract-specific reporting requirements when applicable.
• Administrative and Facility Operations Support
• Provide administrative and clerical support to management, supervisors, technicians, and facility teams.
• Enter, track and update work orders in Maximo or a similar work management system and prepare routine reports.
• Maintain preventive maintenance schedules, equipment history, asset records and related documentation in Maximo or similar work management system.
• Export data to Excel and create spreadsheets, pivot tables, and reports for review and analysis.
• Document meeting…