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Entry Level Information Specialist

Ledgent Technology Eden Prairie Contractor
$18.00 - $23.00 / hour
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  1. SUMMARY:

Responsible for quality assurance reviews of all project deliverables, submitted by independent contractors, to validate site completion.  Collaborate with Project Management and Accounting Department to make sure all contractors are paid, and customers are invoiced properly. Work closely with Resource Managers and Project Managers to make sure independent contractors are turning in all project deliverables in a timely manner. Manage contractor onboarding process, answering questions and collecting sign-up documentation from independent contractors wanting to work with. Perform various administrative assignments that are non-secretarial.  Exercise considerable discretion and independent judgment, and asking questions appropriately when working with a variety of departments.

 
  1. ESSENTIAL FUNCTIONS:
    1. Quality Assurance Review of Closeout Documentation
Percentage of time spent in this area: 40%
 
      1. Search the project portal for sites that independent contractors have uploaded deliverables, or upload deliverables faxed/emailed by contractors.  Make sure all paperwork is properly filled out and photos are appropriate and correct.
      2. Work with independent contractors to resolve issues of incomplete or incorrect deliverables uploaded to the project portal.
      3. Ensure customers receive any documentation required as part of the project SOW via email or project portal in a timely manner.
      4. Enter all data from site deliverables into the project portal for use by staff and customers.
 
    1. Pay and Invoice
Percentage of time spent in this area: 40%
 
  1. Process and validate customer invoicing per work order. This includes making sure any out of scope hours on site are justified, sales tax is correct, "add-ons' are included, any special invoice agreements made by project management are included on the invoice, and invoice amounts that deviate significantly from normal are escalated.
  2. Process and validate independent contractor pay per work order. This includes making sure out of scope hours on site are properly documented, contractor supplies have the proper receipt, any special pay agreements made by project management are included on the invoice, pay amounts that deviate  significantly  from normal are escalated.
  3. Close pay and invoice batches weekly, making sure all numbers are correct and verified by project management
  4. Work with Accounting Department to ensure all invoices are sent to customers and all paychecks are sent to independent contractors.
 
    1. Follow-up on Missing Deliverables
Percentage of time spent in this area: 10%
 
  1. Call and email independent contractors to expedite recovery of any late project deliverables.
  2. Work with project management on any issues or questions that arise from independent contractors regarding what is needed for site closeout.
 
    1. Sign up new Contractors
Percentage of time spent in this area: 5%
 
  1. Answer emails and phone calls from independent contractors inquiring about doing work with our Deployment Services
  2. Ensure new contractors have turned in all documentation required to do work with our Deployment Services
  3. Call and email independent contractors missing information or documentation needed to complete sign up process.
 
    1. Various Duties
Percentage of time spent in this area: 5%
 
  1. Organize weekly sales tax into spreadsheets for use by Sr. Process Manager
  2. Communicate with customers regarding purchase orders, site closeout documentation, or invoice issues as needed
  3. Run reports from project portal, make confirmation calls to technicians, additional data entry into the project portal, various administrative-type duties to assist PMO as needed
 
  1. JOB QUALIFICATIONS:
      1. Associate or Bachelor's degree required, or five to six years' experience in a professional office environment
      2. Three to four years prior general administrative experience
      3. Knowledge and Skills:
        1. Proficient in Microsoft Office Suite and general PC function and use
        2. Excellent written and verbal skills,
        3. The ability to communicate effectively, both in person and on the phone
        4. Attention to detail is a must
 
      1. Skill in: 
        1. Proficient grammar, punctuation, spelling and communications skills. 
        2. Proficient keyboarding skills.
      2. Ability to:
        1. Ability to take direction from several people and prioritize accordingly, or escalate to supervisor when needed
 
  1. MENTAL AND PHYSICAL DEMANDS
    1. Mental Demands
 
  1. Mathematical ability sufficient to add, subtract, multiple, divide, figure averages.
  2. Ability to communicate effectively by telephone. Ability to give and receive information accurately.
  3. Ability to follow directions and procedures accurately with a willingness to seek guidance from superiors when required.
 
    1. Physical Demands
 
  1. Daily sitting, focusing on and operating a personal computer or terminal keyboard to enter data for over 60 minutes at a time.
  2. Ability to read printed words and numbers in printed form and on computer/terminal monitor.
  3. Communicate by telephone for up to 30 minutes at a time on a daily basis.
  4. Stand several times a day for up to five minutes to operate photocopier, FAX machine.
  5. Hearing sufficient to clearly hear voices in person and on the telephone.
  6. Write using pen/pencil or personal computer keyboard for up to 30 minutes at a time on a daily basis.
 
  1. EQUIPMENT USED AND NECESSARY:
 
      1. Calculator
      2. Personal computer or terminal
      3. Computer printer
      4. FAX
      5. Photocopier
      6. Telephone
 
  1. ENVIRONMENT:
      1. Office environment. Air conditioning/fluorescent lights.

THIS IS NOT AN EXHAUSTIVE LIST OF DUTIES AND RESPONSIBILITIES.   

 

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
 

Recommended skills

Computer Terminals
Fax
Data Entry
Grammars
Punctuation
Decision Making

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Salary Details

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$20
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Entry Level Information Specialist
$18.00 - $23.00 / hour
Estimated Salary: $120K
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Job ID: JO-1906-61545

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