Expense Specialist

University of Alberta; Edmonton; Hybrid; CAD 48,000 - 64,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

University of Alberta is seeking an Expense Specialist to review, approve, and process travel, expense, and credit card transactions within Shared Services. The role emphasizes compliance with policies, procedures, and applicable legislation, while mitigating financial and reputational risk across faculties and units.

You will collaborate with cross-functional teams and Centres of Excellence to resolve issues and support process improvements, while contributing to equity, diversity, and

Qualifications

• Two-year diploma/certificate in accounting or related financial experience.
• Knowledge of University policies and procedures.
• Experience with large ERP systems (PeopleSoft) is an asset.
• GST/HST knowledge relevant to post-secondary sector.
• Proficient with Microsoft Office and Google Apps.
• Ability to work in a large, complex organization with initiative and judgment.

Responsibilities

• Review, approve and process travel claims, expense claims, credit cards, and PER.
• Ensure all card transactions are recorded, approved, and matched to statements.
• Research issues related to travel, expenses, credit cards and PER.
• Ensure PCards/Diners statements are submitted and approved.
• Ensure compliance with regulations and internal approvals.
• Handle card setups, limit changes, lost/fraudulent cards, and ad-hoc needs promptly.
• Understand procurement card processes and maintain timely processing.
• Collaborate with stakeholders to maintain regulatory compliance and controls.

Skills

Accounting & Finance

GST/HST knowledge

PeopleSoft ERP

MS Office

Communication

Education

Diploma/Certificate in Accounting

Tools

PeopleSoft Financials

Job description

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square, Edmonton.

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.

• 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 PCards/Diners 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,**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.

• 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.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.