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Expenses Specialist

Rice University
Houston, Texas, United States
Salary Not Specified
Date posted
Apr 4, 2024

Position Summary:

The Expenses Specialist is an integral member of the Accounts Payables team and plays a significant role in facilitating the department’s success. Under the supervision of the Expenses Lead, this position is responsible for processing expense reports and the administration of the University’s procurement card program. This role plays a crucial part in maintaining financial control and ensuring compliance with company policies and procedures.

Hiring Range: $48,700 - $60,800 annual salary

Minimum Requirements:
  • Bachelor’s degree
    • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted.
  • 1 or more years of accounts payable experience preferably in expense processing, financial administration, or P-Card administration
  • Proficiency in Microsoft Office Suite, particularly Excel, for tracking and analyzing expenses
  • Detail oriented, analytical and critical thinking skills
  • Communication skills necessary to effectively communicate, update, persuade, and facilitate discussions with all levels of management
  • Ability to work both independently and collaboratively as part of a team
  • Strong problem-solving skills: ability to work well in a fast-paced environment.
  • 3+ years of accounts payables preferably in expense processing, financial administration, or P-Card administration
  • Experience working with enterprise resource planning systems (ERP)
Essential Functions:
  • Expense processing:
    • Receive and review employee expense reports for accuracy and compliance with company policies.
    • Verify receipts, invoices, and supporting documentation.
    • Process expense reports and ensure timely reimbursement to employees.
    • Resolve discrepancies or issues related to expense claims.
  • PCard administration:
    • Administer the procurement card program.
    • Issue PCards to authorized personnel and maintain a record of cardholders.
    • Monitor PCard usage to ensure compliance with spending limits and policies.
    • Reconcile PCard statements and resolve discrepancies.
    • Work with cardholders to educate them on proper PCard usage and policy adherence
    • Collaborate with the card provider on issues of administration, security, cancellation, and issuance as appropriate to effectively maintain program control.
  • Policy compliance:
    • Ensure all expenses and PCard transactions adhere to company policies and guidelines.
    • Develop and update expense and PCard policies as needed.
    • Conduct regular audits to identify potential policy violations and recommend corrective actions.
  • Reporting:
    • Generate and maintain reports, as directed, related to expense processing and PCard usage.
    • Provide financial data, as directed, to management for budgeting and decision-making purposes.
  • Training and education:
    • Conduct training sessions, as directed, for employees on expense reporting and PCard usage.
    • Stay up-to-date with industry best practices and regulation changes related to expenses and PCards.
Rice University HR | Benefits:

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

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