Expenses Specialist

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.

Special Instructions to Applicants:

All interested applicants should attach a resume, cover letter and at least three references in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

Ideal Candidate Statement:

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

Workplace Requirements:

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

Workplace Location:

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.

Hiring Range: $49,187 – $61,408

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

Minimum Requirements:

- Bachelor’s degree

In lieu of the education requirement, additional related experience above and beyond what is required may be substituted on an 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 on an equivalent year-for-year basis.

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

Preferences:

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

Essential Functions:

P-Card Administration

- 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.

Expense Processing

- 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.

Policy Compliance

- 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.

Reporting

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

Training and Education

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

Performs other duties as assigned.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at [email protected] for support.

If you have any additional questions, please email us at [email protected]. Thank you for your interest in employment with Rice University.