Johnson Service Group is looking for an Office Specialist for one of our clients in San Jose. The office specialist will assist in collecting, organizing, and preparing documentation required for debt claims and grant reimbursement submittals. This role is critical to ensuring compliance with federal, state, and local grant requirements, cost-share agreements, state subventions, and debt proceeds. The ideal candidate will excel in accuracy, organization, and timeliness to support financial recordkeeping and optimize reimbursement processes.
Responsibilities:
- Research, retrieve, review, scan, and archive invoices and accounting backup documentation.
- Create and maintain financial records and summaries to support grant reimbursement submittals and debt claims.
- Collect and prepare supporting documentation for audits, adhering to the Records Management Policy Ad-7.11 and the Records Retention Schedule.
- Utilize the current ERP system (Infor) and archived records to gather required documentation promptly.
- Assist in preparing debt and grant claims for Water Utility, Safe Clean Water, and Watersheds programs on a bi-monthly or quarterly basis.
- Support timely submission of claims to ensure reimbursements are optimized and compliance requirements are met.
- Collaborate with existing staff to manage workload demands and maintain accuracy in documentation processes.
Minimum Qualifications:Education:
- Equivalent to the completion of the twelfth grade.
Experience:
- One (1) year of administrative support experience.
License or Certificate:
- Possession of, or ability to obtain, an appropriate, valid California driver’s license.
Qualifications:
- Knowledge of governmental, organizational, and financial management principles, including treasury, debt, budget, accounting, financial planning and forecasting, grants administration, and auditing procedures.
- Experience and/or interest in government, debt management, and grant administration is a plus.
- Strong clerical and organizational skills with exceptional attention to detail and accuracy.
- Proficiency in Microsoft Outlook, Excel, and Adobe Acrobat.
- Excellent verbal and written communication skills.
- Ability to work independently with minimal supervision while also collaborating effectively as part of a team.
- Proven capability to meet daily task deadlines and manage multiple responsibilities efficiently
Pay rate: $27.28/hr.
** Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law
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