Reporting to the Manager, General Accounting Administration, the Travel and Expense Specialist is responsible for the day-to-day review of travel and expense claims for eligibility, and the interpretation and application of the university’s travel and hospitality policies.  Supporting equity, diversity, and inclusion, The Travel and Expense Specialist plays a key role in the development and delivery of training and assists in the implementation and communication of any functional changes to expense reimbursement systems or procedures. The Travel and Expense Specialist will also perform data entry of paper expense claims into the PeopleSoft system and liaise with department representatives, auditors, and individual claimants from diverse backgrounds to explain procedures and resolve problems.

KEY RESPONSIBILITIES:

• Review travel and expense claims to ensure compliance with university policies and the accuracy of information provided. Review and process claims in the Expense Reimbursement System.
• Ensure that appropriate approvals have been obtained, consistent with university policies.
• Develop and maintain documentation regarding expense reimbursements, including training materials, standard operating procedures, correspondence, and website documentation.
• Provide training to departments, staff, faculty and approvers on the travel and expense policy and the process for submitting travel and expense claims.
• Primary contact responding to expense reimbursement questions from diverse faculty and staff members, including questions regarding expense claims in process, and providing follow-up for claims that require further documentation.
• Liaise with University department representatives to explain issues/solve problems.
• Review and enter paper expense reimbursement claims into the PeopleSoft Finance system and ensure tax amounts entered on paper expense reimbursement claims are reviewed, to confirm proper rebate amounts are claimed.
• Perform administrative duties, maintaining accurate files and record systems.
• Assist in the implementation of any functional changes to the expense reimbursement systems or procedures, ensuring related assignments are carried out in an efficient, effective and timely manner, and communicated effectively.
• Liaise with internal and/or external auditors to provide documentation as required.
• Identify areas for process improvement and discuss opportunities with the Manager, General Accounting Administration.
• Undertake other duties as assigned to support unit / department, including acting as a back-up for the Payment Specialist and/or front desk reception position as required.

SPECIAL SKILLS:

• Promote diversity and supports inclusion in the workplace.
• Analytical; strong analytical, interpretive and problem-solving skills.
• Planning/Organization; plans organizes and prioritizes work to meet established deadlines and standards. Recognizes possible problems with resources or deliverables impacting deadlines or standards and escalates for resolution.
• Adaptability and Support for change; adjusts to different situations, processes and technology in periods of change while remaining positive, calm and levelheaded. Generates new ideas and suggestions for change.
• Communication; uses verbal, written and non-verbal communication to gather information and deliver key messages. Provides more complex information that requires interpretation or explanation.
• Working with others; establishes and maintains effective working relationship with others. Collaborates, shares plans, information, and resources with others and is willing to transfer skills to others.
• Inclusivity; creates an inclusive environment within the workplace.
• Customer Service and Support; meets the needs of internal and external clients. Ability to respond diplomatically and sensitively using good judgement in difficult situations, and to interact professionally with all levels, internal and external to the university in a confidential manner.
• Continuous Support; looks to improve efficiency and quality of service of own area via input to procedures and processes. Self motivated with an ability to take initiative and responsibility for projects and investigating issues and developing proposed solutions.
• Administrative; including use of computers for records management, word processing, and the use of spreadsheets to track information, with strong attention to detail and accuracy.

DECISION MAKING:

• Makes independent decisions daily and resolves problems, referring unusual or complex problems to the Manager, General Accounting Administration
• Allocates time, prioritizes tasks and determines workflow. Continually assesses, adjusts priorities and manages tasks in a fast-paced, time-sensitive and demanding environment.
• Exercises good judgement in interpreting and applying university policies, and recommends changes or amendments to policy as required, based on communications with organizational stakeholders.
• Makes recommendations for procedural changes, and helps implement approved changes.

APPLICANTS PLEASE FOLLOW THE LINK BELOW:

https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0122-1208&BRID=EX247838&SBDID=1&LANG=1