Travel and Entertainment Accounting Assistant

Description

Under minimal supervision manage the Travel and Entertainment (T&E) / Procurement Card Program(s); including administration of the software for expense submission and the various corporate credit card programs. Assists in enforcing operating policies and procedures.  Provide customer service to all card holders and travelers. Review or process purchase orders, verify accounts payable invoices, ensure timely and correct payment, and maintain vendor files. Oversee, process and account for monies in accounts receivable/payable area and prepare checks.

• Process new card applications and card limit increases
• Add new users to the system
• Cancel cards, disable access to systems, verify no outstanding issues or payments are due to the company for employees leaving the company
• Handle large volume of calls and email for user inquiries and issues
• Provide accurate and timely resolution to problems and questions
• Process expense report exceptions
• Enforce policies and procedures
• Provide delinquency reporting and communication to cardholders to ensure credit cards are paid timely and credit card rebate is obtained
• Process payroll deductions as needed to pay delinquent cards and outstanding balances on the cards of employees leaving the company
• Provide end user system training and regular communications to system users and card holders regarding payments to credit cards, unprocessed transactions, system upgrades and enhancements, audit and compliance issues, policy issues and changes
• Performs audits of submitted expense packets, reconciles credit card accounts and provide backup as needed to T&E and procurement card audit staff
• Perform other duties as required

Qualifications

Minimum Qualifications

• Five (5) years of Bookkeeping, Accounting or closely related office or clerical experience

• Excellent organizational skills and ability to prioritize tasks and substantial workload to meet deadlines

• Strong multi-tasking skills with minimal supervision

• Strong oral and written communications skills
• Ability to effectively interact with all levels of management, employees, and customers/vendors of diverse populations
• Effectively deal with conflict and resolution of that conflict in a timely matter
• Developed aptitude for math
• Must have strong investigative and analytical skills with attention to detail
• Sound judgment and decision making skills
• Ability to handle and maintain confidentiality
• Ability to work with general office equipment such as a personal computer and keyboard, facsimile machines and photocopier
• Strong working knowledge in use of MS Office Products, specifically Excel, Outlook and Word
• Ability to develop and maintain awareness of occupational hazards and safety precautions
• Skilled in following safety practices and recognizing hazards

Preferred

• High School diploma or GED
• Two-plus (2+) years of Accounting experience including thorough understanding of accounting principals or corporate travel/purchasing card program administration
• Strong knowledge of internal controls
• Experience with an automated Travel Expense software system, such as Concur
• Experience working in a Shared Services environment

Criteria/Conditions

• Ability to understand and apply verbal and written work and safety-related instructions and procedures given in English
• Ability to communicate in English with respect to job assignments, job procedures, and applicable safety standards
• Must be able to work in a potentially stressful environment
• Position is in busy, non-smoking office located in Phoenix, AZ
• Location requires mobility in an office environment; each floor is accessible by elevator
• Must be able to frequently sit and stand; occasionally walk, bend, squat, climb, reach, and kneel
• Must be able to frequently lift and carry up to ten (10) pounds and occasionally lift and carry up to twenty-five (25) pounds
• Must be able to operate and pull or push dollies, basket carts to retrieve, review and/or transport documents, files, boxes, and other items
• Personal protective equipment is required when performing work in a mine, outdoor, manufacturing or plant environment, including hard hat, hearing protection, safety glasses, safety footwear, and as needed, respirator, rubber steel-toe boots, protective clothing, gloves and any other protective equipment as required
• Freeport-McMoRan promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing and on-going random drug testing as per applicable State Laws