Administrative Expense Clerk - SPS-North America

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.