Travel and Expense Specialist II

Job Description

Typical duties may include but are not limited to:

• Processes, reconciles and audits travel and non-travel records, including travel card (T-card) transactions and personal expenses. Identifies errors or missing documentation and works with faculty, staff, and students to resolve issues.
• Maintains records for the travel card program, including issuance, transaction tracking, reconciliation, employee separation clearance and documentation verification. Ensures timely and accurate reporting for audit readiness.
• Researches and responds to all travel, non-travel and expense reimbursement inquiries, providing clear and timely communication on status updates, required changes and resolution of discrepancies.
• Audits, processes, and records refund transactions in accordance with policy. Serving as back-up for bi-weekly settlement runs, including printing, distributing and tracking of checks and electronic payments.
• Assists manager in facilitating training sessions for faculty, staff and students regarding travel policies, T-card usage and reimbursement procedures. Assists in developing job aids and documentation to support self-service across departments.
• Prepares reports and identifies trends, misuse, exceptions, and areas for operational improvement.
• Builds and maintains effective relationships with internal and external stakeholders to support the coordination of financial processes and timely resolution of issues.
• Supports cross-functional efforts to enhance system efficiency and streamline expense processes, assisting with implementations, system enhancements or special projects as assigned.
• Stays current on institutional financial policies and communicates updates, including periodic reconciliation reminders to cardholders and department liaisons to ensure compliance.
• Processes, codes and posts routine accounting transactions such as travel reimbursements, invoices, check requests, t-card charges, Direct Pays etc.
• Reviews supplier statements to ensure accuracy and adherence to university policies, and business processes; investigates and resolves discrepancies, escalating issues to manager when necessary.
• Assists with year-end closing process.

Other Duties:

• Assists with maintenance of the accounts payable procedure manual.
• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Outlook).
• Experience with general accounting procedures.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in Accounting, or closely related field.
• 2 years of travel support experience.
• Accounting experience in a higher education setting.
• Experience with Workday.

Knowledge, Skills, and Abilities:

• Knowledge of University Chart of Accounts.
• Knowledge of generally accepted accounting principles and practices.
• Knowledge of general office procedures.
• Knowledge of or ability to learn Workday or similar enterprise financial management software application.
• Strong interpersonal, verbal, and written communication skills.
• Excellent organizational skills and the ability to prioritize and complete simultaneous projects.
• Skill in completing assignments accurately and with attention to detail.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to take initiative to plan, organize, coordinate and perform work in various situations when numerous and competing demands are involved.
• Ability to use effective decision making and problem solving techniques.
• Ability to interpret and apply laws, regulations, policies and procedures consistently.

Pay Grade 15

This position is not eligible for sponsorship.