Order Processing Assistant Jobs (NOW HIRING)

Description

Summary:

The  Order Processing Specialist works in the Cash Receipting department (under the Accounting function) to process all member orders, generate invoices, and conduct initial reconciliation of all credit card and bank payments. The incumbent will navigate a complex CRM system (UX8) to search, verify and update member order and payment records.

Levels Overview:
The level system of roles is intended to be progressive, and the workload tasks and responsibilities increase in quantity and complexity as the levels increase. This means that the Level-I role tasks will be automatically included in any progressive levels of the same position/role. Each level will also include development opportunities to help prepare the incumbent for future advancement.

Essential Duties and Responsibilities

This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Performs order processing and cash receipting (application) of credit card and bank payments.
• Analyzes, sorts and routes source documents per departmental procedures.
• Generates invoices, letter, dues notices, and other documentation related to order processing.
• Navigation of a complex, centralized CRM database (UX8) to verify and enter data.
• Identify order types and appropriately process or route based on written SOP documents.
• Memorize many processes in a variable "if, then" workflow process.
• Adhere to standard operating procedure (SOP) documents.
• Completes batch processing for lockbox and credit card orders.
• Works closely with other departments (e.g.: registration, membership, customer service, exhibits, sponsorships, contract programs, e-learning, CEBS, ISCEBS, publications and research) and processes related orders.
• Execute mathematical functions (addition, subtraction, multiplication, division) for accurate tally and reconciliation processes.
• Balance daily work and run reports for accounting overview.

As the Order Processing Specialist I becomes increasingly proficient, cross-training will be provided, and essential functions may be expanded to include:

• May learn and be asked to contribute ideas or suggestions on updating procedural manuals (SOPs). As proficiency grows, Level 1 incumbents may be asked to complete the updates on existing SOPs. 
• May learn and be asked to troubleshoot and assist other CR staff to resolve processing questions, concerns, and internal data program issues.
• May learn and be asked to submit IT requests and participate in changes or updates to databases that impede daily tasks.

Supervisory Responsibilities: 

No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members on basic tasks, programs or functions. 

Requirements

Required Education/ Experience: 

• A high school diploma with strong mathematical skills. An associate's degree in business administration, finance, or accounting is a plus. 
• Prior experience (1+ years) in cash application, cash balancing or order processing with reconciliation of credit card orders is strongly preferred, but willing to train the right candidate.

The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.

Minimum Qualifications/Skills: 

• Be able to work in a normal office environment where regular interruption is common (emails, phone calls, instant messaging, and face-to-face) during the course of conducting work.
• Have strong computer skills, and the ability to learn new programs and processes quickly and accurately.
• Be proficient in Word, Excel, and Outlook. Preferably will have some experience with SmartSheet.
• Have CRM Experience (strongly preferred) or some other experience with a centralized database.
• Demonstrate a successful track record of working in a fast-paced environment that requires effective multi-tasking, prioritization and time management.
• Be able to think in a branched workflow process with many "if, then" scenarios
• Have a strong attention to detail.
• Have strong mathematical skills.
• Be highly organized.
• Have experience working both as a function member of a collaborative team, and independently with little supervision.

Travel Requirements: 

This position does not anticipate any required travel for work.

Work Environment:
This position is expected to work from our corporate headquarters office in Brookfield, WI, Monday through Friday each week. This is an environment with typical office conditions, including lighting, noise, seating and equipment. Following a successful training period (and pending each individual's ability to effectively work from an appropriately-equipped home office, per the terms of the Hybrid Work Policy) incumbents may permitted to work remotely on Mondays and Fridays, as business needs allow, in up-to a 60/40 (onsite/remote) hybrid schedule. The Foundation reserves the right to modify the current hybrid schedule at any time as business needs dictate.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. 

COMPENSATION & TOTAL REWARDS

The Foundation offers a generous total rewards package. Our incredible benefits package includes a comprehensive and affordable medical plan (which includes 24/7 Teledoc), vision plan, dental plan, FSA (medical and dependent care), Employee Assistance Program (EAP), long term disability, short term disability, ample PTO (vacation, sick, holidays) and more! Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution. 

Unique organizational perks include free Milwaukee County Zoo passes, an on-site fitness center with yoga, stretch, and strength training classes, mindfulness sessions, a bocce league, game nights, and even a cribbage club to name a few!

The hourly pay for this non-exempt-level position is $17.86/hour. 

ABOUT US:

The International Foundation of Employee Benefit Plans is North America's largest membership organization for those who work with employee benefit plans. The Foundation's employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workers-all within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We're small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at www.ifebp.org or connect with us on the socials.

PRE-EMPLOYMENT CONTINGENCIES

All at-will offers of employment issued by the International Foundation are contingent upon a successful completion of: background check, employment history verification, education verification (as applicable by position), credit check (as applicable by position), motor vehicle records (MVR) check (as applicable by position), 3-5 professional references, and completion of the Federal I-9 and E-Verify process to demonstrate eligibility to work for the IFEBP. 

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