Office Operations Coordinator (Finance)

Requisition #:20078
Functional Area: Office/Clerical; Administrative Support
Employment Type: Full-Time
Work Options: In Office at Location Specified Above #LI-Onsite
Work Hours: 8-4:30

Position Summary

J. J. Keller is looking for an Office Operations Coordinator to join our Service Operations team! J. J. Keller wasfounded over 70 years agoand we provide over90% of the Fortune 1000 companieswith solutions and expert insights to help create safe work environments and simplify the complexities of compliance. With over 7 million employers in this country, the need for our solutions is always growing. Our success demands we add talent to our team in order to support the needs of our clients.

As part of our Service Operations team, you will be responsible for performing tasks to ensure our clients are in compliance with regulations related to their fleet, such as permitting and licensing, as well as other tasks to maintain vehicle compliance. The Office Operations Coordinator will have both back office related responsibilities, as well as opportunities to work with our clients and various state agencies across the country.

This position will work at our Corporate Campus in Neenah, WI.

Job Responsibilities

• Processes Tax & Licensing (T&L) workorders (i.e., IFTA/IRP and hazardous workorder adds, deletes, & changes, etc.) accurately and timely based on department metrics.
  • Independently utilizes internal and external resources (state websites, vendors, training, experience) to determine the correct and most efficient method to complete the work order.
  • Reviews workorders and determines if all items are present for processing. Requests missing items from the client independently or in collaboration with Compliance Advisor.
  • Emails temporary permits to the client; properly distributing to the clients corporate or fleet contacts.
  • Maintains client specific IFTA/IRP account websites to ensure proper weight groups are maintained on behalf of the client.
  • Monitors work-in-progress to ensure each workorder is fulfilled and credential is received on behalf of the client. Communicates with states, vendors, and Compliance Advisors for confirmation to close out open workorders.
  • Identifies and communicates wizard updates and process manager changes to the regulatory team when state or vendor changes are uncovered.
• Completes Hazardous, IRP, IFTA, and miscellaneous Mileage state renewals prior to expiration, utilizes Excel and various state websites.
• Processes monthly and quarterly IFTA and Mileage taxes; ensuring clients taxes are completed and filed prior to the end of the month.
• Identifies and fixes issues pertaining to renewal and work order unit information in a timely manner. Works with appropriate internal and external resources as applicable.
• Resolves issues when state processing errors occur on behalf of the client.
• Requests and monitors client funds for each unit within a T&L workorders, renewals, taxes, and refund requests. Reconciles accounts and requests additional funds when needed.
• Maintain in-depth knowledge of the applicable local, county, state, and federal regulations that pertain to T&L workorders, renewals, and tax processing.
• Enters credit memos when necessary.

Qualifications

Experience/Education:

• 2+ years of professional services experience utilizing Excel.
• Post-secondary education in a business-related field preferred.
• In lieu of degree or experience, would consider a combination of education and related office experience.

Other Skills/Qualifications:

• Proficient in MS Office Suite with a heavy focus on Excel.
• Strong organizational, problem solving, communication, and critical thinking skills.
• Knowledge of local, state, federal regulations pertaining to vehicle credentialing desirable.
• Ability to apply regulatory knowledge in a variety of situations.
• Independent and strong decision-making skills.
• Ability to deal with ambiguity.
• Desire to meet and exceed client expectations.
• Willingness to participate in background check/fingerprinting requirements at state or local authorities to obtain access as needed to fulfill services.

Physical Requirements

Work is performed primarily in a standard office environment. Work involves operation of personal computer equipment for extended periods of time.

We Protect People & The Businesses They Run™

Every associate atJ. J. Kellermakes a difference by creating safer, more respectful workplaces. Whether serving our customers directly with expertise in safety and regulatory compliance or supporting the business with specialized skills, together we contribute to better workplaces for people across North America.

J. J. Keller History: November 1, 2023, marked 70 years of business for J. J. Keller & Associates, Inc. Click HERE to take a tour through three generations of this family-owned business - from our founding as a one -man consulting firm through decades of delivering on our purpose of protecting people and the businesses they run.

J. J. Keller Career Stories : Click HERE to hear from our associates about what they have to say about life as an associate at J. J. Keller.

J. J. Keller Earns 8th Great Place to Work Certification™: Click HERE to find out what makes J. J. Keller great.

J. J. Keller Certified as a Top 100 Most Loved Workplace® in America: Click HERE to find out why our associates LOVE working at J. J. Keller.

2024 Top Company for Women to Work for in Transportation: Click HERE to learn more about this prestigious recognition.

If you experience system-related issues or need assistance with the online application, please call (920) 720-7700.

Professional Referral Program: Not the right role for you, but know someone who could be a great fit? Click HERE to refer them to us through ourProfessional Referral Programand you will earn acash paymentif your referral is hired.

J. J. Keller & Associates, Inc. isan Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

Nearest Major Market: Oshkosh
Nearest Secondary Market: Appleton
Job Segment: Operations Manager, Compliance, Administrative Assistant, Clerical, Operations, Legal, Administrative