Expenses Specialist

Rice University; Houston (TX); Hybrid; USD 49,000 - 61,000; Full time

Job summary

Rice University seeks an Expenses Specialist to join the Accounts Payable team. Under the Expenses Lead, you will process expense reports and administer the university’s procurement card program, helping maintain financial controls and ensure policy compliance.

This hybrid role blends in-office and remote work, with business casual attire on-site. Candidates should have a bachelor’s degree and 1+ years in accounts payable, strong Excel skills, analytical thinking, and effective communication

Qualifications

• Bachelor’s degree or equivalent experience.
• 1+ years in accounts payable.
• Proficiency with Microsoft Office Suite, especially Excel.
• Strong analytical and communication skills.

Responsibilities

• Process employee expense reports and non-standard disbursements for accuracy and compliance.
• Administer the Purchasing Card (P-Card) program including updates and issue resolution.
• Help ensure expenses and P-Card transactions adhere to university policies.
• Generate and maintain expense-related reports for budgeting and decision making.
• Stay updated with best practices and regulatory changes in expenses.

Skills

Detail-oriented

Analytical thinking

Communication skills

Team collaboration

Problem solving

Education

Bachelor’s degree

Tools

Microsoft Excel

Microsoft Office Suite

ERP systems

Job description

Job Description

The Expenses Specialist is an integral member of the AccountsPayable team and plays a significant role in facilitating thedepartment’s success. Under the supervision of the Expenses Lead,this position is responsible for processing expense reports andadministering the university’s procurement card program. This roleplays a crucial part in maintaining financial controls and ensuringcompliance with company policies and procedures.

Ideal Candidate Statement

Ideal candidates should display courtesy, tact, consideration,efficiency, and discretion in all interactions with other membersof the Rice community and the public.

Workplace Requirements

Business casual attire is required for in-office days as well asvirtual business meetings.

Workplace Location

Hybrid position: This position is offered as a hybrid role,combining both in-office and remote work to provide flexibility andsupport collaboration. Per Ricepolicy 440 , work arrangements may be subject to change.

Hiring Range

$49,187 – $61,408

Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor’s degree
  • In lieu of the education requirement, additional relatedexperience above and beyond what is required may be substituted onan equivalent year-for-year basis.
• 1+ years of experience in accounts payable
  • In lieu of the experience requirement, additional relatededucation above and beyond what is required may be substituted onan equivalent year-for-year basis.

Skills

• Proficiency in Microsoft Office Suite, particularly Excel, fortracking and analyzing expenses
• Detail-oriented with strong analytical and critical-thinkingskills
• Communication skills necessary to effectively communicate,update, persuade, and facilitate discussions with all levels ofmanagement
• Ability to work both independently and collaboratively as partof a team
• Strong problem-solving skills and the ability to workeffectively in a fast-paced environment

Preferences

• 3+ years of accounts payable experience, preferably in expenseprocessing, financial administration, or P-Cardadministration
• Experience working with enterprise resource planning (ERP)systems

Essential Functions

P-Card Administration

• Administers the Purchasing Card (P-Card) program, includingcard administration and issue resolution.
• Monitors outstanding transactions and ensures timelysubmission.
• Investigates and resolves discrepancies, disputed charges, andpolicy violations related to P-Card activity.
• Processes new card requests, credit limit changes, cardmaintenance updates, and card cancellations.
• Provides training and support to cardholders and approversregarding P-Card policies and procedures.
• Assists with policy updates, process improvements, and theimplementation of best practices for the P-Card program.

Expense Processing

• Receives and reviews employee expense reports and non-standarddisbursements for accuracy and compliance with companypolicies.
• Verifies receipts, invoices, and supportingdocumentation.
• Processes expense reports and non-employee reimbursements andensures timely reimbursement.
• Resolves discrepancies or issues related to expenseclaims.

Policy Compliance

• Ensures all expenses and P-Card transactions adhere to companypolicies and guidelines.
• Develops and updates expense policies as needed.
• Conducts regular audits to identify potential policy violationsand recommend corrective actions.

Reporting

• Generates and maintains reports, as directed, related toexpense processing.
• Provides financial data, as directed, to management forbudgeting and decision-making purposes.

Training and Education

• Stays up to date with industry best practices and regulatorychanges related to expenses.

Performs other duties as assigned.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into ourcandidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexualorientation, gender identity, national or ethnic origin, geneticinformation, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons withdisabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at [e-mail] for support.

If you have any additional questions, please email us at [e-mail]. Thank you for your interest in employment with Rice University.