Accounting & Administration Specialist

Company Summary

For over 60 years, Schellinger Construction has been building highways, roads, and private development projects across Montana. We work primarily in Northwest Montana and provide a full range of services, including earthwork, trucking, gravel crushing, concrete supply, aggregate surfacing, culvert/pipe installation, asphalt paving, and retail aggregate supply (gravel, asphalt). As a family business, we invest in our employees over the long term, providing a bonus program and a complete benefits package including vacation, pension plan, and health insurance.

Position Summary

The Accounting Specialist provides accounting and administrative support across multiple business functions, including accounts payable, accounts receivable, subcontractor processing, and front-office operations. This role requires strong attention to detail, the ability to manage multiple priorities, and a collaborative mindset in a fast-paced construction environment.

Role Responsibilities

Front Office & Administrative Support

• Greet customers, vendors, and staff and direct them appropriately


• Answer and route calls through the multi-line phone system


• Assist office staff with filing, scanning, and faxing


• Manage mail runs, including preparing mail, ensuring proper postage, and completing post office drop-offs and pickups


• Assist with FedEx and UPS shipments


• Maintain kitchen cleanliness and assist with office supply purchasing


• Perform as backup for office closing duties when needed

Accounts Payable

• Post recurring AP invoices (1st working day of each month)


• Match invoices with packing slips and verify proper approvals


• Code invoices to correct jobs, equipment, and general ledger accounts


• Enter invoices in the accounting system daily


• Reconcile vendor statements and ensure timely payments to capture discounts (10th of every month)


• Process weekly check runs and prepare checks for mailing


• Process urgent checks as needed


• Pay, reconcile Bank of America credit card receipts to individual employee statements, generate expense reports for missing receipts, ensure proper coding, import into Spectrum operating system, and generate zero net checks monthly


• Process and reconcile state material invoices monthly

Accounts Receivable

• Process customer payments and prepare bank deposits


• Process credit card payments using Clover


• Prepare and process billing for Sullivan and Tutvedt pits


• Generate and distribute monthly customer statements (mail and email)


• Assist customers with questions on invoices, statements, and correct any billing errors


• Complete daily concrete production reports and monthly reconciliations


• Process new customer credit applications

Subcontractor Administration

• Prepare and mail monthly subcontractor payments with lien waivers


• Post subcontractor payments to the State


• Report on gross tax receipts to the Department of Revenue

Additional responsibilities

• Assist with weekly staff lunches


• Perform intercompany account reconciliations, process related entries, and prepare and cut checks


• Assist with payroll data entry during peak seasons


• Assist with file archiving and setup of new annual files


• Provide backup support for other administrative and accounting tasks as assigned

Qualifications / Experience

• Able to meet deadlines while working effectively in a fast-paced, friendly office environment


• Strong attention to detail and organisational skills


• Commitment to continuous learning and the ability to provide and receive feedback


• Experience in Accounts Payable and Accounts Receivable preferred


• Proficiency in Microsoft Office; ability to learn new accounting systems


• Commitment to working in a team environment and the ability to maintain confidentiality

Compensation will be based on work experience and education

Schellinger Construction Co., Inc. is a drug-free and Equal Employment Opportunity Employer

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. Personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.