Adminstrative Assistant - GEMA

Tetra Tech • Maitland, FL

435d • $41,600 - $41,600

About The Position

The Administrative Assistant for the GEMA Disaster Program at Tetra Tech plays a crucial role in managing financial transactions during disaster recovery operations in Georgia. This position focuses on ensuring accurate tracking, reporting, and compliance of expenditures, thereby supporting the organization's financial integrity during critical recovery efforts.

Requirements

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred.
• 3+ years of experience in financial reconciliation or accounting, preferably in a fast-paced or disaster recovery environment.
• Experience with folio or ghost card systems is highly desirable.
• Strong attention to detail and analytical skills.
• Proficiency in financial management software and reconciliation tools.
• Excellent problem-solving and decision-making abilities.
• Strong communication and interpersonal skills.
• Ability to work under pressure and manage multiple priorities during high-stress situations.

Responsibilities

• Reconcile folio and ghost card transactions related to disaster recovery activities.
• Verify all charges align with approved budgets and policies, ensuring accuracy and completeness.
• Investigate and resolve discrepancies in transaction records promptly.
• Prepare detailed financial reports for senior management, highlighting key trends and insights.
• Monitor and track folio and ghost card usage across disaster recovery teams.
• Ensure timely processing of card transactions and settlements to avoid disruptions.
• Maintain accurate and up-to-date records of all financial activities.
• Ensure all transactions comply with organizational policies and external regulations.
• Assist in audits by providing thorough documentation and explanations of expenditures.
• Implement controls to prevent unauthorized or fraudulent transactions.
• Establish and maintain relationships with travel vendors, agencies, airlines, and accommodation providers.
• Negotiate contracts and service-level agreements to secure favorable rates and terms.
• Work closely with disaster recovery, operations, and HR teams to identify travel requirements.
• Communicate with card issuers and vendors to resolve billing issues or disputes.
• Provide guidance to recovery teams on appropriate card usage and reconciliation processes.
• Review and recommend improvements to folio/ghost card management processes.
• Implement tools and techniques to streamline reconciliation workflows.
• Serve as the primary contact for folio/ghost card-related issues during disaster recovery operations.
• Provide real-time support to teams in the field to ensure uninterrupted financial transactions.
• Adapt processes quickly to meet the unique demands of active disaster situations.

Benefits

• Competitive pay rate of $20/hour
• Opportunity to work with industry-leading experts
• Professional networking opportunities
• Experience in a meaningful role that improves quality of life

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree
• Number of Employees: 10,001+ employees