Timecard and Expense Administrator

About ACA:
 

ACA was founded in 2002 by four former SEC regulators and one former state regulator. The founders saw a need for investment advisers to receive expert guidance on existing and new regulations. Over the years, ACA has grown both organically and by acquisition to expand our GRC business and technology solutions. Our services now include GIPS standards verification, cybersecurity and technology risk, regulatory technology, ESG advisory, AML and financial crimes, financial and regulatory reporting, and Mirabella for establishing EU operations.

ACA is an equal opportunity employer that values diversity. We conduct our business without regard to actual or perceived age, race, color, religion, disability, caregiver, marital or partnership status, pregnancy (including childbirth, breastfeeding, or related medical conditions), ancestry, national origin and citizenship, sex, gender identity and expression, sexual orientation, sexual and reproductive health decisions, military or veteran status, creed, genetic predisposition, carrier status or any other category protected by federal, state and local law.


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, nonclient-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. 

Why join our team? 
 

We are the leading governance, risk, and compliance (GRC) advisor in financial services. When you join ACA, you'll become part of a team whose unique combination of talent includes the industry's largest team of former regulators, compliance professionals, legal professionals, and GIPS® standards verifiers in the industry, along with practitioners in cybersecurity, ESG, and regulatory technology.

Our team enjoys an entrepreneurial work environment by offering innovative and tailored solutions for our clients. We encourage creative thinking and making the most of your experience at ACA by offering multiple career paths. We foster a culture of growth by focusing on continuous learning through inquiry and curiosity, and transparency. If you’re ready to be part of an award-winning, global team of thoughtful, talented, and committed professionals, you’ve come to the right place.