Accounting SupportTitle: Accounting Support
Location: POL-Kraków
HDS Job Description
Position Title
Travel & Expenses Clerk
Job Code
FN100-S2
Business Title
TBC
Cost Center
751.4222.85.950
Department / Business Unit
Finance
Date JD Created
Date JD Revised
23 Feb 2009
Supervisor Title
Purchase to Pay Manager
Director email
Titles of Direct Reports
Not Applicable
Job Grade
16
Reason for Review
ü
Audit of existing position
New position
Change in assigned position duties
Region
5 APAC
ü EMEA
5 Americas
5 Global
Country/Region:
Country/Region:Based in Krakow, Poland
Country/Region:
Country/Region:
BASIC PURPOSE OF POSITION
The timely and accurate processing of employee expense claims, and when required supplier invoices and payment runs and the professional and timely resolution of internal and external enquires and issues. In addition, the role involves assisting in ad hoc reporting and the month end process to ensure accounting periods are closed successfully. This role may also provide backup for the Accounts Payables Clerk and Purchase to Pay Clerk as and when required. Additionally this role entails assistance in relation to T&E Concur process: support of Concur users, work with Concur representatives, work with Fexco representatives.
CUSTOMER IMPACT
Job's Impact on customers (select one)
ü
1. is limited
2. is moderate (e.g. supports clients)
3. is significant is substantial (e.g. major clients)
4. extensive and/or immediate affecting significant numbers of
customers.
SUPERVISORY RESPONSIBILITY
Does this position have Supervisory responsibility? (select one)
ü
1. No
2. Provides direction and/or training
3. Supervises one to three employees
4. Supervises more than three employees in same job title
5. Supervises more than three employees in various job titles
6. Manages more than two departments/functional areas
7. Manages several departments/functional areas
FINANCIAL RESPONSIBILITY
Does this position have Budget/Financial responsibility? (select one)
ü
1. No
2. Indirect/shared responsibility for project/capital budget
3. Direct responsibility for more than one project/capital budget
4. Direct responsibility for one department's budget
5. Direct responsibility for multiple department budgets
6. Shared responsibility for control of all of the organization's
financial resources
Specify typical project budget amount
5 1. $500,000 < $1 Million
5 2. $1 Million < $5 Million
5 3. $5 - $10 Million
5 4. >$12 Million
JOB CONTACTS/INTERPERSONAL COMMUNICATIONS
External Contacts
(select all that apply)
üüü
ü
1. Customers
2. Accreditation and/or Regulatory Agencies
3. Vendors
4. Partners
5. Co-provider
6. Press
7. ISV - Independent Software Vendors
8. Other:
USE OF INFORMATION
Information Workflow
(select one)
ü
1. Information is typically used as received (e.g. Receptionist)
2. Information is typically rearranged/calculated (e.g. Administrative
Assistant)
3. Information is analyzed (e.g. Help Desk)
4. Information is selected and analyzed (e.g. Applications Analyst)
5. Diverse information is synthesized/combined (e.g. Director)
6. Typically evaluates diverse forms of information for strategic
imp act (e.g. VP)
NATURE OF COMMUNICATIONS
General Purpose of Communications (select one)
ü
1. Provide/obtain routine information and instructions.
2. Exchange, explain, obtain, clarify, or provide information.
3. Interpret, coordinate or advise
4. Interactions are influential and/or strategic in nature (directly sells
to customers)
5. Communications regard major issues which significantly affect
the organization.
EFFECT OF ERROR. Please indicate the consequence of a 'typical' error.
1. Consequences are generally confined to the incumbent's work and rarely impact the work of others.
ü
2. Inappropriate decisions or mistakes often result in slight inconveniences such
as small delays in scheduling.
3. Inappropriate decisions or mistakes often result in modest inconveniences such as small additional costs or moderate delays in scheduling, delivery or service.
4. Inappropriate decisions or mistakes often result in material inconveniences such as moderate additional costs or notable delays in scheduling, delivery or service.
5. Inappropriate decisions or mistakes often result in significant inconveniences such as additional costs or serious delays in scheduling, delivery or service.
6. Inappropriate decisions will have a serious impact on the success of the
operational/ financial success of the business within the business unit.
7. Inappropriate decisions will have a serious impact on the success of the operational/ financial success of the business unit.
MINIMUM WORK EXPERIENCE REQUIRED
Essential
· Basic knowledge of travel and expense claims processing and excellent administrative skills
Desirable
· Knowledge of Oracle Payables
· Experience of working directly with multiple countries and cultures in a finance capacity
· Shared Service Centre experience
MINIMUM EDUCATION REQUIRED
High School or equivalent
Bachelors Degree
Masters Degree
PhD
Technical knowledge
Required
Preferred
ü
ü
ü
Knowledge Level Required
Knowledge Required Category
(select one)
ü
* Basic education plus trained skill.
* Basic Vocational (grad of vocational/commercial courses))
* Entry Level Professional (work involves large variety of tasks e.g., Admin Ass't)
* Specialized (e.g. Accountant)
* Technical/Professional (e.g., Network Engineer)
* Seasoned Technical/Professional (e.g., Director, Channels)
* Senior Seasoned Technical/Professional (e.g.,VP)
CERTIFICATIONS/LICENSURES REQUIRED
Please indicate required certifications/licensures as well as preferred credentials.
Entry level accounting qualification (preferred)
Is a current valid Driver's License required to complete job functions?
Yes _______
No ___ü___
COMPETENCIES REQUIRED
Essential
· Fluent English and one or more of German, French, Spanish, Italian
· Ability to interact with stakeholders in multiple languages
· Time management, professionalism, drive and resilience, problem solving, developing people, building relationships, delivering quality service, feedback and learning
· Attention to detail - The role will involve the timely and accurate processing of invoices and expense claims
· Numerical ability - Especially relevant to the auditing of employee expense claims
· Problem solving - Query resolution related to a variety of issues is required on a regular basis
· Excellent administrator - The role involves handling, processing and managing a large volume of documentation
Desirable
· Competency in Polish and additional language skills, in particular other European languages
Essential Functions
1. Process Employee Expense Claims
· Receive, sort and analyze employee expense claim documentation
· Scan employee expense documentation
· Input employee expenses into Oracle
· Audit expense claims and validate claim authorizations
· Handle exceptions
· Resolve queries in a timely and professional manner
· Promote expense claim best practices to improve process efficiency
60% of time
cess Invoices
· Scan invoices
· Timely and accurate input of invoice information into Oracle financials
· Archive invoices according to specific country requirements
· Ensure invoice validity
· Match invoices to Purchase Orders
· Match invoices to required receipting documentation
· Handle exceptions
· Resolve queries (internal and external) in a timely and professional manner
Promote invoicing best practices to improve process efficiency
10% of time
3. Process Payments
· Action payment hold requests from business units
· Prepare payment batches in Oracle Financials
· Validate payment batches
5% of time
4. Reconcile Payments
· Identify direct debit payments made and register in Oracle financials
· Reconcile bank payments made with Oracle payment batches created
5% of time
5. Month End
· Assist in month end tasks to finalize the AP module, create accruals and account for prepayments
5% of time
6. Reporting
· Ad hoc reporting to internal and external customers
5% of time
7. Assist in wider team duties
· Assist in purchase order creation, mail sorting, supplier administration and purchasing card administration if required
· Ensure that HDS' core values (Customer Focus, Community, Openness, Ownership and Leadership) are adhered to
5% of time
8. Perform Other Duties as Required
· Actively supports company change programs (such as future improvements to the Travel & Expenses systems) and acts as a role model for solution selling.
· Performs other duties as required.
· Completes all job functions as per department and organization policies and procedures.
· Maintains current knowledge in present areas of responsibility (e.g. attends ongoing educational programs).
· Demonstrates responsibility for scope of position/own standard of practice.
· Demonstrates full knowledge of current position's and department's relationship to flow of
· Services. Demonstrates understanding of knowledge of organizational strategy and objectives.
5% of time
For HR Department Use Only
Job Family (IT, HR, Sales and Marketing)
Group (Division of Job Family)
Sub Group (Function)
Job Role (title)
Market Survey 1:
Market Survey 2:
Market Survey 3:
HDS Job Description
Position Title
Travel & Expenses Clerk
Job Code
FN100-S2
Business Title
TBC
Cost Center
751.4222.85.950
Department / Business Unit
Finance
Date JD Created
Date JD Revised
23 Feb 2009
Supervisor Title
Purchase to Pay Manager
Director email
Titles of Direct Reports
Not Applicable
Job Grade
16
Reason for Review
ü
Audit of existing position
New position
Change in assigned position duties
Region
5 APAC
ü EMEA
5 Americas
5 Global
Country/Region:
Country/Region:Based in Krakow, Poland
Country/Region:
Country/Region:
BASIC PURPOSE OF POSITION
The timely and accurate processing of employee expense claims, and when required supplier invoices and payment runs and the professional and timely resolution of internal and external enquires and issues. In addition, the role involves assisting in ad hoc reporting and the month end process to ensure accounting periods are closed successfully. This role may also provide backup for the Accounts Payables Clerk and Purchase to Pay Clerk as and when required. Additionally this role entails assistance in relation to T&E Concur process: support of Concur users, work with Concur representatives, work with Fexco representatives.
CUSTOMER IMPACT
Job's Impact on customers (select one)
ü
1. is limited
2. is moderate (e.g. supports clients)
3. is significant is substantial (e.g. major clients)
4. extensive and/or immediate affecting significant numbers of
customers.
SUPERVISORY RESPONSIBILITY
Does this position have Supervisory responsibility? (select one)
ü
1. No
2. Provides direction and/or training
3. Supervises one to three employees
4. Supervises more than three employees in same job title
5. Supervises more than three employees in various job titles
6. Manages more than two departments/functional areas
7. Manages several departments/functional areas
FINANCIAL RESPONSIBILITY
Does this position have Budget/Financial responsibility? (select one)
ü
1. No
2. Indirect/shared responsibility for project/capital budget
3. Direct responsibility for more than one project/capital budget
4. Direct responsibility for one department's budget
5. Direct responsibility for multiple department budgets
6. Shared responsibility for control of all of the organization's
financial resources
Specify typical project budget amount
5 1. $500,000 < $1 Million
5 2. $1 Million < $5 Million
5 3. $5 - $10 Million
5 4. >$12 Million
JOB CONTACTS/INTERPERSONAL COMMUNICATIONS
External Contacts
(select all that apply)
üüü
ü
1. Customers
2. Accreditation and/or Regulatory Agencies
3. Vendors
4. Partners
5. Co-provider
6. Press
7. ISV - Independent Software Vendors
8. Other:
USE OF INFORMATION
Information Workflow
(select one)
ü
1. Information is typically used as received (e.g. Receptionist)
2. Information is typically rearranged/calculated (e.g. Administrative
Assistant)
3. Information is analyzed (e.g. Help Desk)
4. Information is selected and analyzed (e.g. Applications Analyst)
5. Diverse information is synthesized/combined (e.g. Director)
6. Typically evaluates diverse forms of information for strategic
imp act (e.g. VP)
NATURE OF COMMUNICATIONS
General Purpose of Communications (select one)
ü
1. Provide/obtain routine information and instructions.
2. Exchange, explain, obtain, clarify, or provide information.
3. Interpret, coordinate or advise
4. Interactions are influential and/or strategic in nature (directly sells
to customers)
5. Communications regard major issues which significantly affect
the organization.
EFFECT OF ERROR. Please indicate the consequence of a 'typical' error.
1. Consequences are generally confined to the incumbent's work and rarely impact the work of others.
ü
2. Inappropriate decisions or mistakes often result in slight inconveniences such
as small delays in scheduling.
3. Inappropriate decisions or mistakes often result in modest inconveniences such as small additional costs or moderate delays in scheduling, delivery or service.
4. Inappropriate decisions or mistakes often result in material inconveniences such as moderate additional costs or notable delays in scheduling, delivery or service.
5. Inappropriate decisions or mistakes often result in significant inconveniences such as additional costs or serious delays in scheduling, delivery or service.
6. Inappropriate decisions will have a serious impact on the success of the
operational/ financial success of the business within the business unit.
7. Inappropriate decisions will have a serious impact on the success of the operational/ financial success of the business unit.
MINIMUM WORK EXPERIENCE REQUIRED
Essential
· Basic knowledge of travel and expense claims processing and excellent administrative skills
Desirable
· Knowledge of Oracle Payables
· Experience of working directly with multiple countries and cultures in a finance capacity
· Shared Service Centre experience
MINIMUM EDUCATION REQUIRED
High School or equivalent
Bachelors Degree
Masters Degree
PhD
Technical knowledge
Required
Preferred
ü
ü
ü
Knowledge Level Required
Knowledge Required Category
(select one)
ü
* Basic education plus trained skill.
* Basic Vocational (grad of vocational/commercial courses))
* Entry Level Professional (work involves large variety of tasks e.g., Admin Ass't)
* Specialized (e.g. Accountant)
* Technical/Professional (e.g., Network Engineer)
* Seasoned Technical/Professional (e.g., Director, Channels)
* Senior Seasoned Technical/Professional (e.g.,VP)
CERTIFICATIONS/LICENSURES REQUIRED
Please indicate required certifications/licensures as well as preferred credentials.
Entry level accounting qualification (preferred)
Is a current valid Driver's License required to complete job functions?
Yes _______
No ___ü___
COMPETENCIES REQUIRED
Essential
· Fluent English and one or more of German, French, Spanish, Italian
· Ability to interact with stakeholders in multiple languages
· Time management, professionalism, drive and resilience, problem solving, developing people, building relationships, delivering quality service, feedback and learning
· Attention to detail - The role will involve the timely and accurate processing of invoices and expense claims
· Numerical ability - Especially relevant to the auditing of employee expense claims
· Problem solving - Query resolution related to a variety of issues is required on a regular basis
· Excellent administrator - The role involves handling, processing and managing a large volume of documentation
Desirable
· Competency in Polish and additional language skills, in particular other European languages
Essential Functions
1. Process Employee Expense Claims
· Receive, sort and analyze employee expense claim documentation
· Scan employee expense documentation
· Input employee expenses into Oracle
· Audit expense claims and validate claim authorizations
· Handle exceptions
· Resolve queries in a timely and professional manner
· Promote expense claim best practices to improve process efficiency
60% of time
cess Invoices
· Scan invoices
· Timely and accurate input of invoice information into Oracle financials
· Archive invoices according to specific country requirements
· Ensure invoice validity
· Match invoices to Purchase Orders
· Match invoices to required receipting documentation
· Handle exceptions
· Resolve queries (internal and external) in a timely and professional manner
Promote invoicing best practices to improve process efficiency
10% of time
3. Process Payments
· Action payment hold requests from business units
· Prepare payment batches in Oracle Financials
· Validate payment batches
5% of time
4. Reconcile Payments
· Identify direct debit payments made and register in Oracle financials
· Reconcile bank payments made with Oracle payment batches created
5% of time
5. Month End
· Assist in month end tasks to finalize the AP module, create accruals and account for prepayments
5% of time
6. Reporting
· Ad hoc reporting to internal and external customers
5% of time
7. Assist in wider team duties
· Assist in purchase order creation, mail sorting, supplier administration and purchasing card administration if required
· Ensure that HDS' core values (Customer Focus, Community, Openness, Ownership and Leadership) are adhered to
5% of time
8. Perform Other Duties as Required
· Actively supports company change programs (such as future improvements to the Travel & Expenses systems) and acts as a role model for solution selling.
· Performs other duties as required.
· Completes all job functions as per department and organization policies and procedures.
· Maintains current knowledge in present areas of responsibility (e.g. attends ongoing educational programs).
· Demonstrates responsibility for scope of position/own standard of practice.
· Demonstrates full knowledge of current position's and department's relationship to flow of
· Services. Demonstrates understanding of knowledge of organizational strategy and objectives.
5% of time
For HR Department Use Only
Job Family (IT, HR, Sales and Marketing)
Group (Division of Job Family)
Sub Group (Function)
Job Role (title)
Market Survey 1:
Market Survey 2:
Market Survey 3:
|
