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Administrative Expense Clerk
4 months ago
**Job Title**:Expense Clerk**
**Reports To**: The **Expense Clerk** will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.
**Job Overview**:
The **Expense Clerk** provides exceptional expense/financial and office services, delivering operational functions in the following areas: receiving, processing, and verifying invoices, tracking and recording purchase orders, and processing payments, while serving as a backup to other front or back of office functions.
Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.
**Duties and Responsibilities**:
- Provides 5-star customer service to all employees (in all forms of communication).
- Does extensive preparation and tracking of all expense reports and reimbursements; understands and complies with all policies, guidelines, and procedures for expense processing; completes monthly reconciliations of principal's expense profile.
- Communicates sick days, vacation days, early departures, late arrivals, and changes to the schedule.
- Generates research reports and pulls company and client information using proprietary tools, Library, online tools, Spider, etc.
- Arranges and facilitates extensive domestic, international, and multi-destination travel including flights, hotels, and cars in accordance with IBD policy, expense guidelines.
- Provides general administrative or office management tasks.
- Supports incoming correspondence; archiving of documents, records, and reports in accordance with firm policy; performs general administrative errands; liaises with Office Administration team to assist in dissemination of critical information.
- Processes check requests and expense reports on a regular basis.
- Accurately reviews, codes, and processes vendor invoices.
- Maintains a large number of vendor accounts while staying in compliance with company policies and procedures.
- Proactively seeks out additional work during downtime.
- Builds professional relationships with customers and other teams.
- Maintains professionalism and composure when interacting with all employees.
- Trains back-up and providing guidance on policies and procedures.
- Determines what additional support is needed when handling sensitive inquiries.
- Provides exceptional customer service to client.
- Provides reception or concierge (front of office) coverage or mail (back of office) coverage as needed.
**Competencies**:
- Strong verbal and written communication skills.
- Excellent customer service skills.
- PC skills MS Office Suite experience.
- Ability to handle multiple tasks simultaneously.
- Good organizational skills.
- Possesses ability to work independently and capable of completing projects.
- Patient, calm, clear-thinking, poised, professional, and energetic.
- Excellent mathematical abilities associated with bookkeeping, accounting, and/or finances.
**Qualifications and Education Requirements**:
- High School Diploma (or equivalent) required.
- 2+ years prior work experience preferred.
- Ability to work assigned work hours determined by manager.
- Excellent organizational and time management skills.
- Analytical abilities and aptitude in problem-solving.
- Superb written and verbal communication skills.
- Current knowledge or ability to learn computer-based systems required for functions of position.
- Required to maintain an overall professional appearance and attitude.
- Adhere to all policies and procedures required.
**Physical Demands**:
- Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
- Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
- Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
- Ability to lift or move 40 lbs. or greater frequently.
**Travel: None or Negligible**
**Other Duties**:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
**WHAT WE OFFER**
- **Career Growth**:An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities
- **Learning & Development**: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do
- **We Recognize Talent**: We offer a variety of recognition programs for all levels of employees
- **Full-Time Benefit Offerings**:Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft
