Branch Operations & Billing Administrator

usadebuskexternalcareersite; Wanatah (IN); On-site; USD 40,000 - 55,000; Full time

Job summary

USA DeBusk is seeking a Branch Administrator in Wanatah, IN to provide comprehensive administrative support for the branch and collaborating departments. You will ensure timely submittals, maintain billing and payroll data, and support new hire processes within corporate guidelines.

Strong communication and confidentiality are essential. Responsibilities include invoicing, collections notes, reporting, and maintaining orderly records in SharePoint and Oracle.

Qualifications

• High school diploma or equivalent.
• Basic mathematical skills.
• Good verbal communication skills.
• Microsoft 365 or related software experience required.
• Able to work independently and in a fast-paced environment.
• Able to anticipate work needs and interact professionally with customers.
• Manage time efficiently.
• Enter data accurately and efficiently into computer software and systems.
• Quickly learn our customers’ systems for large projects (CCM, Track, Ariba, Smart GEP, etc.), and work with customers’ contacts to meet scheduled submittals.
• Keen attention to detail, organized and able to seamlessly multitask.
• Meet all daily and weekly deadlines for all departments.

Responsibilities

• Create invoices according to company policies and procedures; submit invoices to customers timely.
• Update collection notes in Oracle Fusion.
• Draft correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent accountholders to request payment.
• Create reports regarding the status of customer accounts as requested.
• Research customer discrepancies and past-due amounts with the assistance of the Accounts Receivable Manager, Branch Manager and other staff.
• Maintain billing packages on SharePoint for audit purposes
• Copy, file, and retrieve materials for others as needed.
• Review P&L for accurate revenue recognition and expenses on a monthly basis
• Prepare revenue accruals with backup on a monthly basis
• Review open Purchase Orders for accrual
• Collect and ensure accuracy of weekly hours by cross-referencing timesheets and entering hours in spreadsheet and ADP after approval by Manager.
• Obtain approved non-billable shop tickets and add to payroll spreadsheet.
• Responsible for issuing Purchase Orders (POs) and entering into Oracle
• Conduct new hire processes from beginning to end in accordance with company policies and deadlines and enter new employees into ADP for Corporate HR approval.
• Responsible for running background checks/MVRS, setting up employees for drug and alcohol screens, medical physicals, and uniforms orders.
• Responsible for the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
• Run customer-specific background checks.
• Maintain file system for customers and personnel.
• Ensure employee roster is current and up to date.
• Print, copy, scan, send, receive, and response to emails.
• Perform other related duties as assigned.

Skills

Microsoft 365

Data entry

Customer interaction

Time management

Multitasking

Independent work

Attention to detail

Deadline driven

Learning new systems

System knowledge

Education

High school diploma or equivalent

Associate or bachelor’s degree in accounting preferred

Tools

CCM

Track

Ariba

Smart GEP

Job description

USA DeBusk is seeking a Branch Administrator in Wanatah, IN to provide comprehensive administrative support for the branch and collaborating departments. You will ensure timely submittals, maintain billing and payroll data, and support new hire processes within corporate guidelines.

Strong communication and confidentiality are essential. Responsibilities include invoicing, collections notes, reporting, and maintaining orderly records in SharePoint and Oracle.