Timecard & Expense Administrator

ACA Group is the leading governance, risk, and compliance (GRC) advisor in financial services. We empower our clients to reimagine GRC and protect and grow their business. Our innovative approach integrates consulting, managed services, and our ComplianceAlpha® technology platform with the specialized expertise of former regulators and practitioners and our deep understanding of the global regulatory landscape.

Position Summary:

The Timecard & Expense Administrator provides essential administrative, data hygiene, and technical support for PMO Project and Resource Managers within Certinia PS Cloud (PSA). This non-billable, non-client-facing role ensures accurate timecard and expense records, resolves technical discrepancies, and facilitates efficient project billing processes. The Timecard & Expense Administrator collaborates with PMO Project Coordinators and internal teams to maintain data integrity and streamline administrative tasks.

Job Duties:

1. Perform internal project creation and setup within PSA
2. Possess, maintain, and expand expertise in PSA to efficiently manage multiple project requests and administrative tasks.
3. Assist PMO Project Managers with administration of project billing processes and ensure the accuracy of all required information.
4. Assist in correcting errors to maintain compliance and efficiency.
5. Review timecard and expense reporting and underlying records to identify discrepancies, including missing entries, overages, incorrect project details, or rates
6. Collaborate with PMO Project Coordinators, managers, and resources to resolve technical discrepancies
7. Assist with project billing processes upon request and ensure the accuracy of all required information
8. Assist in correcting billing errors to maintain compliance and efficiency
9. Send/reinforce internal communications regarding time or expense discrepancies to relevant stakeholders.
10. Provide support and guidance to team members on PSA related issues.
11. Help to identify and resolve the inaccurate or incomplete project, timecard, and/or resource data within PSA
12. Generate and maintain reports to support project and resource management activities.
    

Required Education and Experience  

1. Associate’s or bachelor’s degree in business administration, accounting, or a related field.
2. 1-2 years of experience in administrative support, resource management, or a related role.
3. Experience with billing processes
4. Strong analytical skills and proficiency in Microsoft Office Suite (Excel, Word, Outlook).
5. Familiarity with time tracking and expense management practices in a consulting environment.
6. Familiarity with Salesforce, Conga CLM, Salesforce CPQ.
7. Ability to work independently with minimal supervision

Preferred Education and Experience

1. Excellent communication and interpersonal skills for effective coordination across teams and external partners.
2. Proven experience managing high-value and complex projects in a governance, risk, and compliance consulting environment.
3. Familiarity with Certinia (PSA) systems.

Required Skills and Attributes

1. Strong verbal and written communication skills to effectively engage with team members and stakeholders.
2. Exceptional attention to detail to identify and resolve discrepancies in timecards and expenses.
3. Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines efficiently.
4. Proactive approach to identifying and resolving technical and administrative issues.
5. Proficiency in PSA systems and familiarity with timecard and expense management tools.
6. Work effectively with Project Coordinators and other internal teams to maintain data accuracy and resolve discrepancies.
7. Flexibility to adapt to evolving processes and system updates.
8. Able to meet deadlines, stay organized, and prioritize tasks effectively.
9. Focus on the most important tasks, categorizing them as urgent, high-value, or low-value to determine priorities.
10. Clarify objectives and allocate time effectively to achieve desired results.
11. Develop and manage schedules as a key component of successful timecard management.
12. Maintain focus on tasks and avoid distractions to ensure accurate and timely completion of responsibilities.
13. Ensure ease of data entry for teams to track their time accurately and generate valuable insights.
14. High level of precision in all tasks to maintain data integrity and billing accuracy.
15. Strong skills in Microsoft Office Suite (Excel, Word, Outlook) to manage and track data effectively.

What working at ACA offers:
 

We offer a competitive compensation package where you’ll be rewarded based on your performance and recognized for the value you bring to our business. Our Total Rewards package includes medical coverage fully funded by ACA for employees and their family as well as access to Maternity & Fertility and Wellness programs. ACA also provides Personal Accident Insurance, Group Term Life Insurance, Employee Discount programs and Employee Resource Groups. You’ll be granted time off for designated ACA Paid Holidays, Privilege Leave, Casual/Sick Leave, and other leaves of absence to support your physical, financial and emotional well-being.

What we commit to:
 

ACA is firmly committed to a policy of nondiscrimination, which applies to recruiting, hiring, placement, promotions, training, discipline, terminations, layoffs, transfers, leaves of absence, compensation and all other terms and conditions of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected status.