Expenses Specialist

About the role

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 role plays a crucial part in maintaining financial controls and ensuring compliance with company policies and procedures.

Responsibilities

• 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, and policy violations related to P-Card activity; processes new card requests, credit limit changes, card maintenance updates, and card cancellations; provides training and support to cardholders and approvers regarding 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-standard disbursements 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 violations and recommend corrective actions.
• Generates and maintains reports, as directed, related to expense 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.

Requirements

• Bachelor’s degree (or equivalent related experience substituted year-for-year).
• 1+ years of experience in accounts payable (or equivalent related education substituted year-for-year).
• Business casual attire required for in-office days and virtual business meetings.
• Preferred: 3+ years of accounts payable experience, preferably in expense processing, financial administration, or P-Card administration.
• Preferred: Experience working with enterprise resource planning (ERP) systems.

Skills

• 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 part of a team.
• Strong problem-solving skills and the ability to work effectively in a fast-paced environment.
• Display courtesy, tact, consideration, efficiency, and discretion in interactions with the Rice community and the public.

Pay

Hiring range: $49,187 – $61,408 (exempt salaried position under FLSA, not eligible for overtime).

Schedule

Hybrid position: combines in-office and remote work; work arrangements may be subject to change per Rice policy 440.

Benefits

Benefits information: https://knowledgecafe.rice.edu/benefits