Overview
Staff Assistant/Administrative Secretary Jobs in Lincoln, NE at State of Nebraska
Company Background
Facilities Resource, Inc. (FRI) is a full-service contract office furniture dealership and workspace solutions provider headquartered in Cedar Park, Texas. With over 27 years of experience, FRI is known for creating environments that connect people, place, and purpose. We deliver thoughtful, functional design solutions backed by expert in-house design, project management, and installation teams. As a woman-owned business and a preferred partner of top manufacturers like Kimball International and HON, FRI is dedicated to innovation, client relationships, and community-focused service.
Position Summary
We are seeking a detail-oriented and reliable Bookkeeper with Administrative and HR Support responsibilities to join our team. This multifaceted role is essential to maintaining financial accuracy, supporting daily operations, managing employee processes, and ensuring timely payroll administration. The ideal candidate will be proactive, organized, and capable of juggling multiple priorities while maintaining professionalism and confidentiality.
Responsibilities:
Bookkeeping & Payroll (45%)
Use accounting software (e.g., QuickBooks Online and other software such as FCC Furniture Command Center) to proficiently perform various bookkeeping tasks.
Accounts Payable: Receive and input all A/P invoices with job allocations (if applicable) and perform weekly check printing.
Accounts Receivable: Receive all payments A/R, input into QuickBooks, and prepare deposits. Process credit card payments through an online terminal.
Financial Reconciliation: Reconcile all credit card statements with receipts and input in QuickBooks, ensuring proper job allocation if applicable. Reconcile bank statements for accuracy.
Collections: Proactively manage and track outstanding payments.
Tax and Financial Reporting: Prepare business property tax reports with asset allocations in collaboration with the CPA. Analyze and manage franchise tax reports and payments. Prepare books for the accountant for income taxes, ensuring correct allocations and reclassifications.
Invoice all jobs as completed utilizing programs such as Paymode X, I10, WWF, PO’s, spreadsheets.
Regulatory Reporting: Handle Quarterly TWC (SUTA) reporting and payments. Manage monthly sales tax reports and payments.
Financial Documentation: Create pro forma invoices for client deposits and provide GSA quarterly reporting.
Financial Analysis: Prepare job costing reports to provide insights into project financials.
Create monthly sales tax report and submit payment to ensure all taxes are paid timely ensuring compliance with tax regulations.
Manage and process payroll accurately and on schedule, including: Calculating employee hours, overtime, and deductions; Ensuring compliance with federal, state, and local payroll regulations.
Support monthly and year-end financial close processes.
Prepare financial summaries and assist with budgeting.
Maintain accurate and up-to-date financial records.
Administrative Support (35%)
Support Principal with all administrative duties as assigned.
Coordinate office operations including ordering supplies and managing vendors.
Maintain organized digital and physical filing systems.
Schedule meetings, prepare agendas, and take meeting minutes.
Handle incoming mail, emails, and routine correspondence.
Support company events, staff communications, and special projects.
HR Support (20%)
Manage employee onboarding including offer letters, new hire paperwork, background checks, and orientation.
Handle offboarding tasks such as final pay processing, and system access removal.
Liaison with IT vendor regarding all IT access and equipment for employees.
Maintain employee records and ensure HR systems are updated.
Coordinate time-off tracking, benefits enrollment, and personnel changes.
Ensure compliance with labor laws and internal HR policies working closely with external HR Consulting company.
Facilitate annual renewals and open enrollment
Assist employees with benefits questions and claims and work closely with broker.
Qualifications
Associate degree or related field (or equivalent experience) considered.
Strong attention to detail with a commitment to accuracy in financial and employee records.
Excellent organizational skills and the ability to manage multiple priorities and deadlines efficiently.
Sound judgment and decision-making abilities, especially when handling confidential or sensitive matters.
Ability to work independently with minimal supervision, while also collaborating effectively with team members.
Adaptable and flexible, able to adjust to shifting priorities and evolving business needs.
Work Environment:
On-site, not remote
Typical hours: [e.g., Monday–Friday, 8:00 AM – 5:00 PM]
May require occasional extended hours during payroll, audits, or benefits renewal periods or other needs of the company including events.
Physical Demands:
Must be able to sit or stand at a desk for up to eight hours a day.
Requires use of hands for typing, use of computer, sorting, and filing.
Ability to view computer screen for up to eight hours a day.
Occasional bending, stooping, squatting, and ability to lift up to 40 lbs.
Salary is negotiable depending on candidate experience.
Join our team where you can contribute to creating a positive workplace culture while leveraging your financial expertise!
Facilities Resource, Inc. is an Equal Employment Opportunity Employer.
Job Type: Full-time
Pay: $63,333.00 – $65,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Experience:
Bookkeeping: 5 years (Required)
Administrative Support : 3 years (Required)
Human resources: 3 years (Required)
Ability to Commute:
Cedar Park, TX 78641 (Required)
Work Location: In person
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Title: Staff Assistant/Administrative Secretary
Company: State of Nebraska
Location: Lincoln, NE
