Expense Specialist

3 weeks ago

Edmonton, Canada University of Alberta Full time
Description

This competition is restricted to internal applicants of the University of Alberta. Please login to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at:

Location - This role is hybrid with a mix of remote and in-person with on-site work taking place at Enterprise Square, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .

Working for Shared Services, Finance Services

Our vision is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solve by collaborating with Centres of Expertise, faculty and staff in order to see the whole end-to-end process and find a solution that works for the entire community.

We will provide advice, guidance, and leadership in process, quality and accuracy. Shared Services is a continuously growing, highly-educated, integrated team that provides service excellence in delivering and innovating the diverse catalogue of services we are responsible for.

The staff who are joining Shared Services can expect to feel empowered in the service they provide and look to grow their careers with critical thinking, relationship building, and ongoing learning opportunities.

Ultimately, we create a human, positive experience when it comes to problem-solving.

Working as an Expense Specialist

Shared Services is seeking a smart, approachable, team-orientated individual to join the Finance Services, Payment & Compliance Services team. Reporting to the Team Lead, Compliance Services, the new role of Expense Specialist will be responsible for the review, approval, and processing of all travel and expense claims (from operational funding and grants), professional expense reimbursements (PER), and credit card/ Diners card administration (including but not limited to card applications and cancelations, dollar limit change requests, and compromised cards) for the entire university.

The Expense Specialist is accountable for the timely processing, delivery, efficiency, and integrity of payments and for ensuring expenses claimed are in alignment with university policies, procedures, collective agreements/terms & conditions and applicable legislation. The Expense Specialist will identify errors and/or critical issues and work with the Team Lead and cross-functional partners, Centers of Excellence, and faculties and/or units (where applicable) to address and create solutions that mitigate the potential for financial and/or reputational risk.

The Expense Specialist must work collaboratively across stakeholders to understand and foster business relationships with third parties, other Shared Services teams, Centres of Excellence, and faculties/units. The Expense Specialist will contribute to the engagement, collaboration, and team environment, which promotes a service excellence experience that is in alignment with the Shared Services model and vision and that of the University of Alberta. In all facets of this role, the Expense Specialist endeavors to integrate and advance the University’s commitments to equity, diversity, and inclusivity.

Duties
  • Review, approve and/or process travel and expense claims, credit cards, and PER transactions.
  • Ensure all credit card transactions have been recorded and approved and match to the consolidated monthly statement paid to the bank
  • Research and resolve any issues pertaining to travel and expenses, credit cards, and PER transactions.
  • Ensures credit card statements are submitted and approved.
  • Review travel and expenses, credit cards, and PER transactions for compliance with regulations and approval.
  • Ensure administrative credit card requests, such as card setups, change limit requests, lost cards, fraud, refunds, and other ad-hoc needs are completed in a timely manner.
  • Understand the process and administration for all university procurement cards.
  • Monitor and collaborate with the team to ensure transactions meet regulations and are processed accurately in a timely and efficient manner.
  • Monitor, review, escalate, and system or process issues and internal control issues.
  • Identifies operational challenges and informs the Team Lead. Discusses clients’ needs with the Team Lead to overcome challenges. The Expense Specialist, takes action, with the Team Lead’s assistance, to avoid imminent problems or to capitalize on upcoming opportunities
  • Assists the Team Lead with change efforts where existing policies and procedures create operational challenges.
  • Support change and innovation.
  • Assist the Team Lead with risk identification and mitigation skills
  • Demonstrates resilience and positivity in an environment, which may present resistance to innovation and change.
Qualifications
  • Relevant 2-year Diploma/certificate with 1 to 3 years of financial and accounting experience or 3 to 5 years of previous accounting and finance experience in a large, complex business environment.
  • Knowledge of University policies, precedents and procedures to make decisions within the area of accountability
  • Working with a large ERP (PeopleSoft Financials) system is an asset
  • Knowledge in GST/HST tax legislation as it pertains to the post-secondary sector.
  • Experience using Microsoft Office and Google Apps.
  • Demonstrated ability to operate in a large complex organization and act decisively to exercise high initiative and judgement on a wide range of topics.
  • Excellent communication and interpersonal skills required.
  • Able to promote and work effectively in an integrated service culture.
  • Ability to effectively work with co-workers to build consensus and partnerships.
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Note: This opportunity will be available until midnight May 31, 2024, Edmonton, Alberta local time. #J-18808-Ljbffr

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