Job Description

Special Instructions to Applicants: All interested applicants should attach a resume, cover letter & three references in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

About Rice:

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Position Summary:

The Expenses Specialist is an integral member of the Accounts Payable team and plays a significant role in facilitating the department’s success. Under the supervision of the Expenses Lead, this position is responsible for processing expense reports and the administration of the University’s procurement card program. This role plays a crucial part in maintaining financial control and ensuring compliance with company policies and procedures.

Ideal Candidate Statement:

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

Workplace Location:

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

Hiring Range: $49,187 - $61,408 annually

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

Minimum Requirements:

• Bachelor’s degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted.
• One or more (1+) years experience in accounts payable
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted

Skills:

• Proficiency in Microsoft Office Suite, particularly Excel, for tracking and analyzing expenses
• Detail oriented, analytical and critical thinking skills
• Communication skills necessary to effectively communicate, update, persuade, and facilitate discussions with all levels of management
• Ability to work both independently and collaboratively as part of a team
• Strong problem-solving skills: ability to work well in a fast-paced environment.

Preferences:

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

Essential Functions:

• Expense processing:
  • Receive and review employee expense reports and non-employee reimbursements for accuracy and compliance with company policies.
  • Verify receipts, invoices, and supporting documentation.
  • Process expense reports and non-employee reimbursements and ensure timely reimbursements.
  • Resolve discrepancies or issues related to expense claims.
• PCard administration:
  • Assist with the Pcard program on a backup basis, including card administration and issue resolution.
• Policy compliance:
  • Ensure all expenses and PCard transactions adhere to company policies and guidelines.
  • Develop and update expense policies as needed.
  • Conduct regular audits to identify potential policy violations and recommend corrective actions.
• Reporting:
  • Generate and maintain reports, as directed, related to expense processing.
  • Provide financial data, as directed, to management for budgeting and decision-making purposes.
• Training and education:
  • Stay up-to-date with industry best practices and regulation changes related to expenses.
• Performs other duties as assigned.