Fire Business Support Specialist

Johnson Controls; Hauppauge (NY); On-site; USD 36,000 - 50,000; Full time

Benefits offered by this job

Competitive hourly rates

Paid time off

401K plan

Medical, dental & vision

Zero Harm safety

Collaborative environment

Job summary

Johnson Controls, a global leader in building systems, seeks an organized administrative professional in Hauppauge, NY. The role covers payroll time entry, accounts payable queue management, supplier setup, and compliant record keeping in a fast-paced setting.

You will collaborate with Vendor Master, Field Subcontractor, and Payments teams, ensuring accurate data, timely processing, and adherence to NY prevailing wage and certified payroll requirements.

Qualifications

• Strong attention to detail and organizational skills.
• Proficient in MS Excel and Word.
• Ability to multi-task in a fast-paced environment.
• Excellent written and verbal communication skills.
• Knowledge of prevailing wage and certified payroll in NY is required.

Responsibilities

• Assist Regional Business Administration Manager in developing and executing standardized processes.
• Perform timesheet data entry and payroll overrides weekly.
• Review Kronos reports and align data with Time Entry.
• Maintain electronic file storage for timesheets.
• Setup prevailing wage rates in PWS weekly.
• Submit certified payroll reports and pay compliance data weekly.
• Manage Basware Alusta invoice queue and coordinate PO receipts.
• Review ACE Accrued Receipts and adjust as needed.
• Investigate supplier invoices and respond to inquiries.
• Process manual check requests and out-of-cycle payments.
• Assist with supplier setups and updates.
• Follow processes for refund checks and route to appropriate departments.
• Act as district contact with Vendor Master, Field Subcontractor, and Payments teams.

Skills

Attention to detail

Organizational skills

Verbal and written communication

Multitasking

Research skills

Education

High School Diploma

Two-year degree or equivalent

Tools

MS Excel

MS Word

Basware Alusta

Time Entry system

Kronos

Job description

Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, helps customers use energy more productively, reduce carbon emissions, and operate with the precision and resilience required in rapidly expanding industries such as data centers, healthcare, pharmaceuticals, advanced manufacturing, and higher education.

For more than 140 years, Johnson Controls has delivered performance where it really matters. Backed by advanced technology, lifecycle services and an industry-leading field organization, we elevate customer performance, turn goals into real-world results and help move society forward.

What we offer

• Competitive Hourly Rates
• Paid vacation/holidays/sick time
• Comprehensive benefits package including 401K, medical, dental, and vision care - Available day one
• Encouraging and collaborative team environment
• Dedication to safety through our Zero Harm policy
• Check us out!: https://youtu.be/pdZMNrDJviY

Responsibilities

• Assists Regional Business Administration Manager in developing, implementing, and executing the business support standardized processes that align with company policies and government compliance.
• Perform timesheet data entry in the Time Entry system. Submit manual overrides to Payroll weekly, as needed. Track vacation, sick, and floating holiday usage.
• Review Kronos Exception Report weekly and correct errors prior to feed into Time Entry.
• Maintain electronic file storage of timesheets on the Area/Regional Shared Drive.
• Setup correct prevailing wage rate for SRs when required in the PWS system weekly.
• Send Certified Payroll Reports and Statements of Compliance to customers weekly, for service. File electronically in the designated compliance portal or with the State weekly, and as required.
• Submit PW restitution requests to designated compliance analyst for processing.
• Manage Accounts Payable invoice queue in Basware Alusta. Coordinate PO receipts, and new or adjusted POs with ICs or PC/PM for timely invoice processing in order to meet established KPIs.
• Review ACE Accrued Receipts report monthly and submit adjustments to Fire Service Manager for approval.
• Perform invoice research of monthly statements received from suppliers, as well as invoices processed against a PO when needed. Respond to invoice and payment inquiries from suppliers.
• Complete and submit manual check requests for immediate payments not processed through Basware Alusta.
• Complete and submit out of cycle payment requests via the EGPR tool.
• Assist local requesters with new supplier setups and manage the process. Perform supplier updates and changes as needed.
• Follow the established process related to refund checks from suppliers or returned/unused checks to ensure funds are returned to the appropriate department or project.
• Act as district contact with the Vendor Master Team, Field Subcontractor Team, PBC Invoice Processing Team, and PBC Payments Team.
• Maintain and replenish office supplies as needed.
• Route incoming calls and distribute incoming mail (if onsite and local).
• Perform other duties as directed by RBAM.

Required

• High School Diploma
• Must have a strong understanding of what prevailing wage and certified payroll is in the state of New York. It is a requirement for the job in this state.
• Strong attention to detail and excellent organizational skills.
• Must be proficient in MS Excel and Word.
• Must have the ability to multi-task in a fast paced and deadline driven environment.
• Excellent written and verbal communication skills.
• Ability to prioritize projects and strong problem-solving skills.
• Good research skills and attention to detail.

Preferred

• 3-5 years experience working in the construction industry.
• 2-year degree, or equivalent combination of education and experience

HIRING HOURLY RANGE: $25.96-36.06 (Hourly rate to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.) This position includes a competitive benefits package. The posted salary range reflects the target compensation for this role. However, we recognize that exceptional candidates may bring unique skills and experiences that exceed the typical profile. If you believe your background warrants consideration beyond the stated range, we encourage you to apply. To support an efficient and fair hiring process, we may use technology assisted tools, including artificial intelligence (AI), to help identify and evaluate candidates. All hiring decisions are ultimately made by human reviewers. For details, please visit the About Us tab on the Johnson Controls Careers site at https://jobs.johnsoncontrols.com/about-us