Expense Administrator

Expense Administrator Job Description

Westat is a leader in research, data collection and analysis, technical assistance, evaluation, and communications. Our evidence‑based findings help clients in government and the private sector accelerate advancements in health, education, transportation, and social and economic policy. Our dedication to improving lives through research and our approach to projects grounded in investigative curiosity, statistical and data rigor, adaptive methods, and advanced technology are why clients find exceptional value in our work.

Westat is seeking an Expense Administrator to be part of the accounting team, with oversight and administration of travel and expenses (T&E) processing for up to 8,000 employees, with a focus on improving operating processes across the organization. This position has a hybrid arrangement to work onsite at our Bethesda, MD office 1–2 days per week.

• Perform travel and expenses (T&E) processing for field and office teams, verifying that internal controls are operating correctly and ensuring compliance with Federal Travel Regulations, Westat policies, and business rules.
• Promptly process and reimburse T&E, initially under direct supervision, and administer, monitor, report on and provide guidance on corporate employee expense reports and the corporate credit card program.
• Work closely with Payroll, Tax and HR, and Internal Audit as necessary, to ensure smooth functioning processes and that comprehensive internal controls are operated for T&E processing activities.
• Support accurate and timely reporting and filings, ensuring T&E are processed to the correct Cost Objective (project charge code) and General Ledger (GL) accounts, and that payments are correctly and quickly disbursed.
• Audit purposes.
• Support internal reviews and audits of Expense Reports, working with Internal Audit and external auditors.
• Maintain excellent working relationships with the Travel Department on the Corporate Travel Program and the Treasury team on the Corporate Credit Card Program.
• Drive continuous improvement and efficiencies through best‑in‑class enhancements to processes.

• Typically requires a bachelor's degree or a minimum of 4 years of relevant work experience, including experience in a similarly sized or larger organization mainly focused on the T&E functional area.
• Experienced in both in‑house (especially Deltek CostPoint or similar ERP) and external T&E systems, with experience training others in them.
• Expert level knowledge of federal travel and expense regulations in a government‑contracting environment.

• Superior customer service and communication abilities, both verbal and written, familiar with dealing with all levels of staff.
• Attention to detail with excellent organizational and time‑management skills to meet tight deadlines, under pressure, to deliver and meet all statutory and corporate record‑keeping and reporting needs.
• Must be self‑driven with the ability to identify, plan and prioritize business opportunities.

• Employee Stock Ownership Plan
• 401(k) Retirement Plan
• Paid Parental Leave
• Vacation Leave
• Sick Leave
• Holiday Leave
• Professional Development
• Health Advocate
• Employee Assistance Program
• Travel Accident Insurance
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Short Term Disability Insurance
• Long Term Disability Insurance
• Life and AD&D Insurance
• Critical Illness Insurance
• Supplemental Life Insurance
• Flexible Spending Account
• Health Savings Account

Any offer of employment may be contingent upon receipt of acceptable results from a post‑offer background screening, if required for the specific position, which may include, for example, identity verification, employment history, motor vehicle driving record history, and criminal or sexual offender records history. Any background screening results will be evaluated through an individualized assessment based on the individual's specific record and the duties and requirements of the position.

This opportunity will be posted for a minimum of 5 days and applications will be accepted on an ongoing basis.

Employment Eligibility:
This is a U.S.

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