Expenses Specialist

Job Description

The Expenses Specialist is an integral member of the Accounts Payable 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 administering the university’s procurement card program. This roleplays a crucial part in maintaining financial controls and ensuring compliance with company policies and procedures.

Ideal candidates should display courtesy, tact, consideration,efficiency, and discretion in all interactions with other membersof the Rice community and the public.

Business casual attire is required for in-office days as well asvirtual business meetings.

Hybrid position:
This position is offered as a hybrid role,combining both in-office and remote work to provide flexibility and support collaboration. Per Rice policy 440 , work arrangements may be subject to change.

$49,187 – $61,408

Exempt (salaried) positions under FLSA are not eligible for overtime.

• Bachelor’s degree
  • In lieu of the education requirement, additional related experience above and beyond what is required may be substituted onan equivalent year-for-year basis.
• 1+ years of experience in accounts payable
  • In lieu of the experience requirement, additional related education above and beyond what is required may be substituted onan equivalent year-for-year basis.

• Proficiency in Microsoft Office Suite, particularly Excel, for tracking and analyzing expenses
• Detail-oriented with strong 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 partof a team
• Strong problem-solving skills and the ability to work effectively in a fast-paced environment

• 3+ years of accounts payable experience, preferably in expenseprocessing, financial administration, or P-Cardadministration
• Experience working with enterprise resource planning (ERP) systems

• Administers the Purchasing Card (P-Card) program, including card administration and issue resolution.
• Monitors outstanding transactions and ensures timely submission.
• Investigates and resolves discrepancies, disputed charges, andpolicy violations related to P-Card activity.
• Processes new card requests, credit limit changes, cardmaintenance updates, and card cancellations.
• Provides training and support to cardholders and approversregarding P-Card policies and procedures.
• Assists with policy updates, process improvements, and the implementation of best practices for the P-Card program.

• Receives and reviews employee expense reports and non-standarddisbursements for accuracy and compliance with company policies.
• Verifies receipts, invoices, and supporting documentation.
• Processes expense reports and non-employee reimbursements and ensures timely reimbursement.
• Resolves discrepancies or issues related to expense claims.

• Ensures all expenses and P-Card transactions adhere to company policies and guidelines.
• Develops and updates expense policies as needed.
• Conducts regular audits to identify potential policy violation sand recommend corrective actions.

• Generates and maintains reports, as directed, related toexpense processing.
• Provides financial data, as directed, to management for budgeting and decision-making purposes.

• Stays up to date with industry best practices and regulatory changes related to expenses.

Performs other duties as assigned.

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