Administrative Specialist/Assistant, San Juan

Duties and Functions

Position: Admin / Accounting Staff (Focus Role)

A. Petty Cash Management

• Maintain and monitor the Petty Cash Fund in accordance with company policies and approved limits
• Ensure all Petty Cash disbursements are supported by complete and valid receipts and properly approved request forms
• Record all Petty Cash transactions accurately and on a timely basis
• Prepare Petty Cash replenishment requests and liquidation reports
• Conduct regular reconciliation of Petty Cash balances and report any discrepancies immediately
• Safekeep Petty Cash and related documents

B. Revolving Fund Monitoring

• Monitor usage of the Revolving Fund and ensure expenses are within approved purpose and limits
• Maintain accurate records and logs of all Revolving Fund transactions
• Ensure timely liquidation and submission of complete supporting documents
• Coordinate with Management and Accounting for replenishment and reconciliation
• Report fund status regularly and escalate any issues or irregularities

C. Timekeeping and Attendance

• Handle daily timekeeping of employees, including attendance monitoring, time-in/time-out verification, and leave tracking
• Encode attendance records accurately into Excel or designated timekeeping systems
• Monitor overtime, undertime, absences, and leave applications for proper documentation and approval
• Generate and submit attendance and timekeeping reports on a regular basis
• Coordinate with HR and Management on attendance-related concerns or discrepancies

D. Administrative Support (Related to Accounting/HR)

• Assist in filing and safekeeping of financial and HR-related documents
• Coordinate with HR on payroll-related requirements based on timekeeping records
• Support internal audits, reviews, and compliance requirements related to funds and attendance
• Perform other administrative and accounting-related tasks as may be assigned by Management