Expense Tracking Specialist

Execute assigned relocation client accounting, expense tracking and payroll tax compliance functions. Process expense payments and reimbursement in accordance with policy. Handle invoicing and cash application. Provide client and internal reporting. Assist management with ongoing projects.

Job Duties and Responsibilities (Essential Job Functions) Common activities are listed below: actual position responsibilities may vary. Please refer to manager or human resources for specific duties and performance expectations of the position.

1. Perform assigned tasks supporting client payroll tax “gross-up” functions (20-30%)

• Set up and maintain system tax policy records for new client implementations.
• Set up system tax information on new initiations.
• Perform regular wage and tax imports/exports.
• Assist in the reconciliation of HSR system data to client payroll data on a regular basis.
• Run tax “gross-up” functions for clients per the agreed upon schedule.
• Provide payroll/tax reporting as required.
• Assist in the year-end tax process, including; maintaining proper cut-offs, final “gross-up” and true-up, posting to the system, communication to client payroll, and production and distribution of year-end worksheets and relocation tax reports (RTRs).

2. Process relocation expenses (20-30%)

• Audit relocation expenses reports and vendor bills per client policy and internal procedures.
• Determine if expense is taxable or excludable.
• Prepare vouchers, code and enter expenses.
• Maintain client and transferee information in data base.
• Generate A/P reports and process payment requests.
• Set up and maintain vendor records.
• Support relocation consultants as required.

3. Generate client billing (10-15%)

• Generate invoices for clients and distribute.
• Resolve any billing issues with clients.
• Assist in collections reporting and communication.

4. Cash posting and application (5-10%)

• Forward checks received to lockbox.
• Post receipts to appropriate account or referral database.
• Process vendor referrals and complete regular audits to ensure receipt.

5. Reporting preparation and distribution (10-15%)

• Prepare and generate regular reports for clients.
• Maintain and produce regular internal reports for management and staff.
• Perform daily ABAD process ensuring accuracy and compliance.

6. Perform additional responsibilities as requested or assigned (0-5%)

• Prepare Cost of Living Analyses (COLAs).

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• Associate degree in business, accounting or equivalent knowledge and experience.

Experience:

• Two to five years’ experience in relocation or payroll tax preferred.

Knowledge and

Skills:

• Strong computer skills with proficiency in spread sheet and data base applications.
• Excellent oral and written communication skills.
• Effective interpersonal skills and a customer service focus.
• Ability to prioritize and handle multiple tasks and projects concurrently and meet deadlines.
• Integrity, self-motivation, organized and…