Expense Administrator

Westat, Inc.; Bethesda (MD); Hybrid; USD 97,000 - 110,000; Full time

Benefits offered by this job

Health Insurance

401(k) Retirement Plan

Paid Parental Leave

Vacation Leave

Job summary

Westat, Inc. is seeking an Expense Administrator to join the accounting team with oversight of travel and expenses for up to 8,000 employees, focusing on process improvements across the organization.

The role is hybrid, onsite at Bethesda, MD two days a week and remote the rest. The position requires a bachelor’s degree and at least four years of relevant experience, including Deltek CostPoint or similar ERP systems and strong knowledge of FTR-based regulations.

Qualifications

• Bachelor's degree and 4+ years of relevant work experience in a large org with T&E focus
• Expert knowledge of federal travel and expense regulations in a government-contracting environment
• Experience with in-house and external T&E systems and training others in them

Responsibilities

• Perform travel and expenses (T&E) processing for field and office teams, verifying internal controls and compliance with rules.
• Prompt accurate T&E processing and reimbursement, under supervision, administer corporate expense reports and credit card program.
• Work with Payroll, Tax and HR, Internal Audit to ensure internal controls are operated for T&E processing activities.
• Support reporting and filings, ensuring T&E are charged to correct Cost Object and GL accounts and payments disbursed.
• Audit purposes and documentation support.
• Support internal reviews and audits of Expense Reports with Internal Audit and external auditors.
• Maintain strong relationships with Travel Department and Treasury team for Corporate Travel and Credit Card Programs.
• Drive continuous improvement and efficiencies through best-in-class processes.

Skills

4+ years of experience

Federal travel and expense regulations

Internal controls in T&E processing

Education

Bachelor's degree

Tools

Deltek CostPoint

ERP systems

Job description

Job Description

Westat is a leader in research, data collection and analysis, technical assistance, evaluation, and communications. Our evidence-based findings help clients in government and the private sector accelerate advancements in health, education, transportation, and social and economic policy. Our dedication to improving lives through research and our approach to projects grounded in investigative curiosity, statistical and data rigor, adaptive methods, and advanced technology are why clients find exceptional value in our work.

Job Description

Westat is a leader in research, data collection and analysis, technical assistance, evaluation, and communications. Our evidence-based findings help clients in government and the private sector accelerate advancements in health, education, transportation, and social and economic policy. Our dedication to improving lives through research and our approach to projects grounded in investigative curiosity, statistical and data rigor, adaptive methods, and advanced technology are why clients find exceptional value in our work.

Job Summary

Westat is seeking an Expense Administrator to be part of the accounting team, with oversight and administration of travel and expenses (T&E) processing for up to 8000 employees, with a focus on improving operating processes across the organization.

This position has a hybrid arrangement to work onsite at our Bethesda, MD office 2 days per week and 3 days per week from your home office.

Job Responsibilities

• Perform travel and expenses (T&E) processing for field and office teams, verifying the internal controls are operating correctly, ensuring compliance with Federal Travel Regulations and Westat policies and business rules.
• Prompt accurate T&E processing and reimbursement, initially under direct supervision, administer, monitor, report on and provide guidance on corporate employee expense reports and the corporate credit card program.
• Work closely with the Payroll, Tax and HR, also Internal Audit as necessary, to ensure smooth functioning processes and ensure comprehensive internal controls are operated for T&E processing activities.
• Support accurate and timely reporting and filings, ensuring T&E are processed to the correct Cost Objective (project charge code) and General Ledger (GL) accounts, and payments are correctly and quickly disbursed.
• audit purposes.
• Support internal reviews and audits of Expense Reports, working with Internal Audit and external auditors.
• Maintaining excellent working relationships with the Travel Department on the Corporate Travel Program and the Treasury team on the Corporate Credit Card Program.
• Drive continuous improvement and efficiencies through best-in-class enhancements to processes.

Basic Qualifications

• Typically requires a bachelor's degree and a minimum of 4 years of relevant work experience, including experience in a similarly sized or larger organization mainly focused on the T&E functional area
• Experienced in both in-house, (especially Deltek CostPoint or similar ERP), and external T&E systems, with experience training others in them
• Expert level knowledge of federal travel and expense regulations in a government-contracting environment

Preferred Qualifications

• Superior customer service and communication abilities, both verbal and written, familiar dealing with all
• levels of staff.
• Attention to detail with excellent organizational and time management skills to meet tight deadlines, under pressure, to deliver and meeting all statutory and corporate record keeping and reporting needs.
• Must be self-driven with the ability to identify, plan and prioritize business opportunities

Requirements

Westat offers a well-rounded and comprehensive benefits program focused on wellness and work/life balance. Subject to plan requirements, employees may participate in:

• Employee Stock Ownership Plan
• 401(k) Retirement Plan
• Paid Parental Leave
• Vacation Leave (15 days per year)
• Sick Leave (9 days per year)
• Holiday Leave (7 Government Holidays and 2 Floating Holidays)
• Professional Development
• Health Advocate
• Employee Assistance ProgramTravel Accident Insurance
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Short Term Disability Insurance
• Long Term Disability Insurance
• Life and AD&D Insurance
• Critical Illness Insurance
• Supplemental Life Insurance
• Flexible Spending Account
• Health Savings Account

Any offer of employment may be contingent upon receipt of acceptable results from a post‑offer background screening, if required for the specific position, which may include, for example, identity verification, employment history, motor vehicle driving record history, and criminal or sexual offender records history. Any background screening results will be evaluated through an individualized assessment based on the individual’s specific record and the duties and requirements of the position.

This opportunity will be posted for a minimum of 5 days and applications will be accepted on an ongoing basis.

Employment Eligibility: This is a U.S.-based position. Candidates must be authorized to work in the United States on a full‑time basis. Westat does not offer employment‑based visa sponsorship (including H-1B sponsorship) for this role. Depending on project requirements, some positions may require employees to meet specific residency criteria.

Westat is an Equal Opportunity Employer and does not discriminate on the basis of race, creed, color, religion, sex, national origin, age, veteran status, disability, marital status, sexual orientation, citizenship status, genetic information, or any other protected status under applicable law. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Career Area

Administrative

Pay Range

The anticipated salary for this position is $97,000 - $110,000 and will commensurate with experience.

Bonus Eligibility

Yes