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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12505173 Department

F&A FIN - GEMS Processing

About the Department

Payment Services partners with the campus community to ensure that all University payment functions adhere to University policies, IRS regulations, and generally accepted standards. Payment Services works with our customers to properly onboard suppliers/payees and process all payments in a timely manner to meet customer (supplier, faculty, and staff) needs and expectations in the areas of supplier/payee payments and employee expense reimbursements.

Job Summary

Reporting to the Employee Expense Supervisor, the Expense Specialist is responsible for supporting the Employee Expense Supervisor in administrating and overseeing the University\'s expense program including the University corporate credit card (GEMS card). This position requires excellent customer service and relationship-building skills. The Expense Specialist is responsible for ensuring compliance with all appropriate University, federal, and state policies and regulations. The ideal candidate will be a proactive worker with the ability to anticipate issues and provide guidance on solving problems.

Responsibilities

• Provides customer service support around business expenses, reporting, and corporate card related policies and procedures, operating within the predefined departmental standards for communication and customer service.
• Answers customer inquiries related to corporate card and expense reporting policies and/or processes.
• Prepares expense reports for employees who assign the department as their delegate, ensuring completeness, accuracy, and conformity to University policy, IRS policy, and generally accepted accounting standards.
• Conducts periodic audits of submitted expense reports.
• Continuously seek opportunities to make improvements to procedures and systems.
• Ensures service is delivered with a strong focus on customer satisfaction and in accordance with SLAs.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
• Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.
• Performs other related work as needed.

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Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• College degree, preferably in accounting or business administration.

Experience:

• Background working in a database system environment; preferably in a purchasing and/or payment department.
• Previous experience in a not-for-profit higher education institution.
• Customer service environment experience.

Technical Skills or Knowledge:

• Proficient with expense management systems, preferably Concur.
• Familiarity with administrative processes, procedures, and systems within a university setting.
• Basic knowledge of accounting principles and accounts payable practices/techniques.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong personal computer and mainframe system skills.
• Proficient as a functional user with an ERP system, preferably Oracle Fusion.
• Demonstrated ability to use analytical techniques to reconcile financia data and review and process financial documents.
• Skilled with invoice processing platforms and ERP systems. Oracle, Concur, Basware, or OCR Scanning is preferred.
• Proficiency in the use of spreadsheet and database software.

Preferred Competencies

• Thorough knowledge of the credit card industry and its practices/techniques.
• Communicate effectively and professionally in writing, especially in email.
• Excellent communication skills both verbal and written.
• Participate as a team player and positively influence group activity.
• Enforce policies and continuously focus on process improvement.
• Prioritize and handle numerous tasks to meet deadlines.
• Work independently.
• Attention to detail.
• Openness to change; adapts and works effectively in a variety of situations, individuals or groups.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)

When applying, the document(s) MUSTbe uploaded vi