Finance Administrative Assistant

CTC

Chiriaco Summit, CA 92201, USA

Published: 6/14/2022

Full Time

Job Description

Job Title: Assoc Admin Assistant

Schedule: Monday-Friday 730am-430pm

Duration of the contract: 3 Months

Overview:

The Assoc Admin Assistant contractor contributes to the success of daily administrative and settlement activities for the Indio, CA location. This role serves as the primary administrative support for the location, overseeing multiple administrative, settlement, cash, check, documentation, and compliance responsibilities.

The position requires a high level of independence, organization, accountability, and attention to detail, as the individual will manage daily activities with minimal supervision while partnering closely with Delivery Supervisors, Finance Administrators, Settlement leadership, and other local teams.

The successful candidate will take ownership of ensuring daily processes are completed accurately and timely, identifying and resolving issues, maintaining compliance with policies and procedures, and communicating key updates and trends to leadership.

Responsibilities:

Process all delivery route cash and check transactions against Settlement Receipts and accurately record transactions into SAP.
Audit daily delivery documents to ensure compliance with PBC policies, procedures, and internal controls.
Enter and track daily delivery route variances in SAP and Excel and follow through with Delivery Supervisors to resolve variances within 48 hours.
Provide daily and weekly review and analysis of noncompliance, settlement, and variance trends.
Serve as the primary administrative contact for the Indio location, coordinating and prioritizing multiple administrative and settlement activities.
Independently manage daily administrative responsibilities and ensure critical deadlines and location requirements are met.
Maintain accurate trackers, reports, documentation, and records supporting daily operations and Finance requirements.
Support coaching and training of the delivery team regarding documentation, cash handling, check acceptance, settlement, and compliance requirements.
Prepare daily bank deposits for GEO/Full Service Vending activity and ensure deposits are completed accurately and timely.
Reconcile cash, checks, deposits, and related documentation to identify and resolve discrepancies.
Track and collect NSF customer payments and complete required reconciliation and follow-up.
Coordinate replenishment and ordering of administrative, settlement, and operational supplies to ensure the location has the resources needed to operate effectively.
Monitor and follow up on outstanding documentation, missing paperwork, variances, and other administrative exceptions.
Liaise with and provide support to the local Finance Administrators group and Settlement leadership.
Partner with Delivery Supervisors and other operational leaders to resolve issues and maintain compliance.
Communicate daily operational concerns, trends, and unresolved issues to appropriate leadership.
Maintain confidentiality and exercise sound judgment when handling cash, checks, financial information, employee information, and other sensitive business information.
Ensure a safe, organized, and functional administrative and settlement work environment.
Support additional administrative and Finance-related activities as required by the business.

Qualifications:

Demonstrated knowledge of accounting concepts is an asset.
Knowledge of Grocery Store DSD processes is an asset.
Knowledge of rules and regulations surrounding check acceptance policies.
Intermediate knowledge of Microsoft Excel, Microsoft Word, and Outlook.
Ability to learn and effectively use new computer programs and business systems, including SAP.
Demonstrated ability to work independently and take ownership of assigned responsibilities.
Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
Strong analytical and problem-solving skills with the ability to identify discrepancies and follow issues through to resolution.
Demonstrated ownership and initiative to ensure a safe, accurate, and functional work environment within the settlement team.
Ability to work under time constraints and meet daily deadlines with minimal supervision.
Strong attention to detail and accuracy when handling financial transactions and documentation.
Strong written and verbal communication skills.
Ability to build effective working relationships with Delivery, Finance, Settlement, and other cross-functional teams.

Helpful Experience:

Previous administrative experience preferred.
Previous experience supporting a finance, accounting, settlement, cash handling, or operations environment preferred.
Previous experience using Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Previous experience using SAP or other financial/enterprise business systems is a plus.
Experience working independently in a location-based administrative role is preferred.
Experience handling cash, checks, deposits, reconciliations, or financial documentation is a plus.
Strong communication and interpersonal skills with significant attention to detail.
Ability to prioritize competing responsibilities while maintaining accuracy and meeting deadlines.

\nCompany Description

About company - Since its founded in 1996, CTC has grown into a trusted global partner in AI & ML, Enterprise Applications, Digital Services, Managed Services, and Business Services. With headquarters in Detroit, Michigan, CTC has a team of over 2,000 experts worldwide. We empower more than 100 organizations to tackle complex challenges and transform them into sustainable competitive strengths--driving innovation, efficiency, and growth every step of the way. Our strengths have always been Commitment to Customer, Commitment to Colleagues, and Commitment to Community (CTC).