Address
Form of workYulista Tactical Services LLC
Regular
Primary Function
Responsible for performing daily office tasks such as filing, recording, maintaining records, copying, posting, and other similar duties, using a computer terminal, typewriter, and other word processors. Follows organization and department procedures to complete tasks in a timely
manner. Familiar with standard concepts, practices, and procedures within a field.
Essential Duties:
• Receipt Management: Administrative support personnel must collect, organize, and verify receipts and invoices submitted for reimbursement. This involves ensuring that receipts are legible, date-stamped, and compliant with the organization's policies.
• Data Entry: They are responsible for accurately recording expense details into the organization's expense tracking system or software. This includes categorizing expenses, assigning appropriate codes, and entering relevant information such as dates, amounts, GL codes and purposes of expenditures.
• Policy Compliance: ensure reports adhere to company policies and guidelines regarding allowable expenses, spending limits, and documentation requirements. They may review expense reports for compliance and flag any discrepancies or policy violations for further investigation.
• Approval Workflow: Facilitate the approval process by routing reports to the appropriate managers or supervisors for review and authorization. This involves tracking the status of expense reports, following up on pending approvals, and ensuring timely processing of reimbursements.
• Reconciliation and Reporting: Reconcile expense reports, credit card statements and vendor statements with accounting records to ensure accuracy and completeness. Generating expense reports and assist with accounts payable.
• Communication and Support: Serve as a point of contact for employees and vendors who have questions or need assistance with the expense processing. This may involve providing guidance on expense policies, troubleshooting technical issues with expense reporting software, and addressing inquiries related to reimbursement status.
• Documentation and Audit Trail: Maintain thorough documentation of expense reports, receipts, invoices, approvals, and any related correspondence. This creates a comprehensive audit trail for internal review, compliance purposes, and potential audits by regulatory authorities.
Supervisory Responsibilities
SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities. This position has the responsibility and authority to carry out assigned tasks.
KNOWLEDGE, SKILLS, & ABILITIES:
• Intermediate computer skills; specifically using Microsoft Office Suite and Deltek Cost Point.; ability to learn additional computer skills or software programs.
• Ability to enter data accurately into databases.
• Ability to read and interpret documents such as corporate policies, receipts, invoices, and routine credit/invoicing statements.
• Ability to write routine reports and correspondence.
• Excellent interpersonal skills to work effectively with all levels of management and staff.
• Ability to use general office equipment such as fax, phone, copier, etc.
• Ability to follow a process.
• Strong professional customer service skills, including active listening, prompt service and follow-up.
• Ability to learn and understand corporate policies and procedures.
• Ability to perform basic mathematical computations, detect unobvious facts and issues, and exercise resourcefulness in resolving problems.
• Must be able to multi-task, work independently and perform duties with minimal supervision.
QUALIFICATIONS:
• Must have a High School Diploma or equivalent and 1-2 years of related experience
• Moderate computer skills in Microsoft Office
• Excellent communication skills, both verbal and written
• Strong ability to work on multiple tasks simultaneously with multiple persons and multiple deadlines
• Ability to work under pressure and adhere to deadlines
• Strong proofreading and editing skills with attention to detail
• Excellent time management skills
PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).
EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.
