HR/Accounting Administrative Coordinator

Who Are We:

At Natural Systems Utilities, we are dedicated to providing sustainable, innovative solutions in the water and wastewater services industry. Specializing in the design, operation, and maintenance of utility systems, we prioritize environmental responsibility, reliability, and customer satisfaction. Join our team and be part of an organization that values teamwork, integrity, and a commitment to a sustainable future.

Summary:

The Finance & HR Coordinator is a cross-functional role supporting Finance, Accounting, and Human Resources, with a strong focus on timesheet and labor reporting. This position serves as the designated backup to the Timesheet Administrator and is fully trained to act as the primary lead for timesheet processing during absences or increased workload. In addition, the Coordinator supports accounting activities such as entering cash receipts and processing invoices, while also assisting HR with employee record management, compliance tracking, onboarding, benefits administration, Workday implementation, and engagement initiatives. The role may also provide backup support for recruiting coordination. This position requires strong attention to detail, excellent organizational skills, and the ability to collaborate across departments to ensure accurate data, efficient processes, and consistent employee support.

Duties And Responsibilities:

Finance and Accounting

- Assist with entering cash receipts, processing AP invoices, billing clients, and managing CRM/contract activity.

Timesheet & Payroll Support:

- Serve as backup to the Timesheet Administrator, collecting and processing weekly timesheets in Deltek Time & Expense and uploading them as CSV files into ADP payroll.

- Identify and resolve errors in project coding, follow up with employees to eliminate uncoded billing charges, and update PLC codes or employee status for FMLA/Worker’s Comp as needed.

- Generate weekly utilization and labor reports, track and accrue employee leave, and ensure holidays are accurately recorded.

- Maintain accurate records for payroll, EH&S reporting, and year-end leave tie-outs, and assist with annual T&E system updates.

HR & Administrative Support:

- Support new hire onboarding, including scheduling orientations, tracking 90-day check-ins, and maintaining accurate employee records.

- Assist with status changes, benefits administration, FMLA and Worker’s Compensation paperwork, employee training tracking, and performance review processes.

- Process and track tuition reimbursement requests, verifying eligibility, securing approvals, and reconciling receipts to ensure timely payment and policy compliance.

- Process and respond to verification of employment requests while maintaining confidentiality and ensuring compliance with company policies and federal/state privacy laws.

- Create and distribute employee announcement graphics (e.g., new hires, promotions) and maintain job descriptions.

- Support general HR inquiries, respond to employee questions, and assist with planning office events and employee engagement initiatives.

- Monitor and maintain office and kitchen supplies, including coffee machine and inventory, and coordinate mail, package deliveries, and company material shipments.

- Carry out general administrative duties such as filing, typing, scanning, copying, binding, and other clerical tasks.

Recruiting Support (Backup)

- Serve as a backup with recruitment activities, including posting jobs in ADP and external boards (e.g., Indeed), screening resumes, conducting phone interviews, and coordinating virtual and on-site interviews.

Maintain the Driver Qualification File (DQF) / Safety Performance History (DOT Compliance)

- Employment application, including work history.

- Copy of valid Commercial Driver’s License (CDL) with correct endorsements.

- Medical examiner’s certificate proving physical fitness.

- Motor Vehicle Records (MVRs) from state(s) where driver was licensed in past 3 years.

- Any traffic violations / accidents.

- Driver training, endorsements, any certifications (HAZMAT, etc.).

Workday Implementation Coordination

- Attending Workday meetings with Saur/NSI and internal stakeholders

- Coordinating testing requirements and timelines as directed by Saur/NSI

- Supporting execution of testing, tracking issues, and follow-up

- Managing demands and requests from Saur/NSI and providing timely responses

- Running Workday reports

- Resolve workflow errors and support integration

Qualifications:

- Bachelor’s degree in Business Administration, Human Resources, Accounting, or a related field preferred.

- 2-4 years of HR, recruiting, or accounting/finance support experience.

- Experience with ADP Workforce Now, Deltek Costpoint, or similar HRIS/ERP systems a plus.

- Strong organizational skills and attention to detail.

- Ability to handle confidential information with discretion.

- Excellent communication and interpersonal skills.

- Proficient with Microsoft Office Suite (Excel, Word, Outlook).

What We Offer:

- Top-Tier Benefits: We offer comprehensive medical, vision, and dental insurance to keep you and your family healthy.

- Employer-Paid Basic Life Insurance: Your peace of mind matters, and we provide employer-paid life insurance to protect you and your loved ones.

- Disability Coverage: With both short-term and long-term disability coverage, you can feel secure knowing you're supported during difficult times.

- Tuition Reimbursement: We are committed to helping you enhance your career. NSU offers tuition reimbursement to support your ongoing education and professional development.

- Mentorship: At NSU, you're not alone. Our team includes experienced mentors who have been in the business for years, offering guidance and support every step of the way.

- Motivated Team: Join a team of passionate, driven individuals who are dedicated to making a real impact on the environment and the communities we serve.

The salary range for this position is $60,000 to $65,000, depending on relevant experience.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Natural Systems Utilities provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, NSU complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.