IT Administrative Support Clerk - Rentokil in Wyomissing, PA at Rentokil North America

Date Posted: 2/13/2018

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Job Description

More information about this job

Overview
 
 
IT Administrative Support Clerk
 
 
Purpose of Position
The IT Administrative Support Clerk generally coordinates various administrative functions on behalf of the organization. Their duties include, among others, performing data entry, mail, handling customer and vendor inquiries, preparing monthly accrual statements and performing a variety of clerical duties within the IT department. In all tasks, these clerks must maintain a high degree of accuracy and timeliness.
The IT clerk is encouraged to make process improvements to make their job more efficient, and these clerks must follow all company's procedures and guidelines, as well as generally accepted accounting principles (GAAP). They also need to follow internal audit controls and work closely with internal auditors and the finance department. The majority of clerks’ time is spent analyzing invoices and payment processing information, as well as working with stakeholders to resolve payment issues on behalf of the IT department.
 
They will work as a liaison with vendors, and are the first point of contact for internal and external stakeholders in the absence of the IT department head.
 
 
Primary or Key Responsibilities
To perform this job successfully, the candidate must be able to perform each essential duty satisfactorily.
Their primary duties are to ensure invoices are reconciled by checking that all items are received and paid for in a timely and accurate manner. This also involves working with internal and external stakeholders to research and determine invoice status, making payments for (or returning) non-invoiced items, and ensuring the delivery of missing items. They will work closely with other departments such as accounts payable, receivable, accounting, and procurement to investigate invoice information and assist in resolving disputes.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Responsibilities and essential job functions include but are not limited to the following:
  • Answer inquiries from vendors, suppliers, and colleagues, and research discrepancies
  • Process, send and research invoices, recording transactions on internal systems
  • Analyze, prioritize, code and submit invoices, managing vendor or supplier expectations
  • Monitor and address inquires sent to the department mailboxes, voicemail and inboxes
  • Perform timely account reconciliation by verifying entries and comparing to balances
  • Issue purchase order amendments, record, code, and ensure timely processing of all orders
  • Obtains w9’s, and vendor update information on behalf of the organization
  • Provide support and training to fellow IT Specialists, Engineers and Managers
  • Assist daily mailing tasks, phone calls and emails as needed
  • Monitor shared drive for activity and inform the necessary party of action to take
  • Assist in ad hoc IT Department functions and tasks as assigned by department head
  • Support geographically dispersed groups of colleagues, managers, executive members etc.
  • Possess superior organizational and communication skills
  • Able to work independently with minimal direct supervision
  • Identify problems or potential problems and develop solutions with limited assistance
 
Competencies:
  • Deliver Results
    • Have the ambition to achieve goals/objectives and the discipline, organization and perseverance to deliver outstanding customer service.
    • Focus on delivering what’s required.
    • Establish SMART objectives for self and others.
    • Be enthusiastic and works with energy to achieve company standards and goals.
    • Monitor progress of objectives and take action to ensure delivery to agreed timescales.
    • Plan, organize and prioritize workload effectively.
 
  • Act Commercially
    • Able to gather and make sense of large amounts of information and apply it to make business and customer-focused decisions.
    • Use business thinking to make decisions.
    • Use experience to solve current problems.
    • Use a straightforward and practical approach to handling business issues.
    • Understand how own actions impact on costs and finds the most cost effective solution to meet needs.
 
  • Manage Self
    • Manage emotions to remain calm, focused and optimistic while dealing with a constant stream of demands.
    • Be aware of own feelings.
    • Manage own feelings to remain clear and focused.
    • Have positive expectations that things will work out.
    • Be aware of own development needs and takes steps to improve these.
    • Know how to take care of self to be at one’s best.
 
  • Coach and Develop
    • Encourage the long-term development of others to build capability.
    • Give practical support.
    • Train team members by giving directions or demonstrations.
    • Give practical support or assistance to make job easier for the other individual.
    • Ask questions, devise tests, or use other methods to ensure that others have understood.
    • Give support to others and praise more than criticizes.
    • Recognize success.
 
  • Work with Others
    • Build relationships and collaborate with others (e.g. customers, colleagues, partners & suppliers) to achieve our mission.
    • Be a team player.
    • Offer help and advice when asked.
    • Be supportive and/or positive of other members of team.
    • Share information knowledge and experience freely within own team and with other departments / business units.
    • Commit to team decisions.
 
  • Display Leadership
    • Inspire others to achieve the company’s objectives and to hold them accountable for high standards of performance.
    • Communicate expectations and direction.
    • Give clear directions – ensuring communications are clear and simple.
    • Communicate objectives and share helpful information with the team/individuals.
    • Listen to individuals and includes their ideas in decisions made.
    • Conduct regular team meetings to share information and listen to ideas and concerns.
    • Adapt style to suit customers and colleagues.
 
Education
Degree/Diploma Obtained
Program of Study
Required/Preferred
High School Diploma or GED
4 Year degree from an accredited university
General Studies
Bachelor’s Degree – Business Admin
Required
Preferred
 
Experience
Years of Experience
Type of Experience
Required/Preferred
Four (4)+
Industry experience
Fluency in Microsoft Office Suite of program with emphasis on fluency in advanced Excel skills
Fluency in Spanish or French
Preferred

Preferred

Responsibilities Working Conditions
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Some flexibility in hours is allowed with prior approval from department head, but the employee must be available during the 'core' work hours of 8:00 a.m. to 5:00 p.m. and must maintain full-time status.
Less than 10% travel may be required.  
The person in this role must be able to read, write and type English, as well as clearly hear, understand and speak English.  
 

Additional Information We are Proudly an Equal Opportunity Employer!
EOE AA M/F/Vet/Disability
 
Link to Federal employment poster:
http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
 Pay Transparency Nondiscrimination Provision
https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf