Expense Specialist

Job title: Expense Specialist

Company: University of Chicago


Job description: Department F&A FIN – GEMS ProcessingAbout the Department Payment Services partners with the campus community to ensure that all University payment functions adhere to University policies, IRS regulations, and generally accepted standards. Payment Services works with our customers to properly onboard suppliers/payees and process all payments in a timely manner to meet customer (supplier, faculty, and staff) needs and expectations in the areas of supplier/payee payments and employee expense reimbursements.Job Summary Reporting to the Employee Expense Supervisor, the Expense Specialist is responsible for supporting the Employee Expense Supervisor in administrating and overseeing the University’s expense program including the University corporate credit card (GEMS card). This position requires excellent customer service and relationship-building skills. The Expense Specialist is responsible for ensuring compliance with all appropriate University, federal, and state policies and regulations. The ideal candidate will be a proactive worker with the ability to anticipate issues and provide guidance on solving problems.Responsibilities

• Provides customer service support around business expenses, reporting, and corporate card related policies and procedures, operating within the predefined departmental standards for communication and customer service.
• Answers customer inquiries related to corporate card and expense reporting policies and/or processes.
• Prepares expense reports for employees who assign the department as their delegate, ensuring completeness, accuracy, and conformity to University policy, IRS policy, and generally accepted accounting standards.
• Conducts periodic audits of submitted expense reports.
• Continuously seek opportunities to make improvements to procedures and systems.
• Ensures service is delivered with a strong focus on customer satisfaction and in accordance with SLAs.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
• Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.
• Performs other related work as needed.

Minimum QualificationsEducation: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.Certifications:—Preferred QualificationsEducation:

• College degree, preferably in accounting or business administration.

Experience:

• Background working in a database system environment; preferably in a purchasing and/or payment department.
• Previous experience in a not-for-profit higher education institution.
• Customer service environment experience.

Technical Skills or Knowledge:

• Proficient with expense management systems, preferably Concur.
• Familiarity with administrative processes, procedures, and systems within a university setting.
• Basic knowledge of accounting principles and accounts payable practices/techniques.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong personal computer and mainframe system skills.
• Proficient as a functional user with an ERP system, preferably Oracle Fusion.
• Demonstrated ability to use analytical techniques to reconcile financial data and review and process financial documents.
• Skilled with invoice processing platforms and ERP systems. Oracle, Concur, Basware, or OCR Scanning is preferred.
• Proficiency in the use of spreadsheet and database software.

Preferred Competencies

• Thorough knowledge of the credit card industry and its practices/techniques.
• Communicate effectively and professionally in writing, especially in email.
• Excellent communication skills both verbal and written.
• Participate as a team player and positively influence group activity.
• Enforce policies and continuously focus on process improvement.
• Prioritize and handle numerous tasks to meet deadlines.
• Work independently.
• Attention to detail.
• Openness to change; adapts and works effectively in a variety of situations, individuals or groups.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.Job Family Financial ManagementRole Impact Individual ContributorScheduled Weekly Hours 40Drug Test Required
NoHealth Screen Required
NoMotor Vehicle Record Inquiry Required
NoPay Rate Type Hourly​
FLSA Status Non-Exempt​
Pay Range $22.00 – $30.67The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.Benefits Eligible YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in thePosting StatementThe University of Chicago is an and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see theStaff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request viaWe seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Expected salary:

Location: Chicago, IL

Job date: Thu, 09 Jan 2025 05:34:34 GMT

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