Travel and Expense Assistant
Job Title: Travel and Expense Assistant
Classification: C4
Department: Business and Finance
Updated: June 2022
Job Summary
Perform travel and expense processing activities within the electronic processing tool. Maintain accurate accounting records and provide support for the Accounting office.
Essential Functions
Travel and Expense Related:
- Audit and process travel and expense reimbursements and purchasing card transactions according to IRS guidelines and University policies within the Concur T&E tool/University’s designated eRP system.
- Communicate with faculty, staff and students regarding travel and expense policies.
- Build positive relationships with the campus community. Including training users, troubleshooting expense reports with users,offering a high level of customer service on a daily basis.
- Process, reconcile and follow up on all travel advances and stored value debit cards and relocation reimbursements according to GVSU policies and IRS compliance. Make necessary journal entries.
- Monitor trends at the University and IRS laws to provide recommendations on process or policy change ie. mileage rates, per diem rates, taxable requirements, international travel.
- Handle a high volume of sensitive information i.e. expense reports.
- Assist in maintenance of electronic Travel and Expense management program software (Concur T&E tool/University’s designated eRP system).
- Create and maintain reports in the Concur Cognos reporting tool/University’s designated eRP system for related T&E reporting.
- Create and maintain Audit rules within the Concur system/University’s designated eRP system in accordance with GVSU and IRS policies and requirements.
- Coordinate updates to University Travel website.
Data Control Related:
- Uploads daily feeds into Banner using Access database and posts monthly feeds of ancillary systems.
- Schedules month-end Banner closings. Distributes schedule to key employees on campus.
- Enters journal entries – daily uploads, approving transfer requests, closing PO’s, setting up Automated monthly/quarterly journal entries.
- Process month end and fiscal year end close in Banner Finance system.
Non-Essential Functions:
- Assist with the training of system users.
- Assist with special projects.
- Process emergency payments.
- Other related duties as assigned.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands effectively.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Higher education work experience.
- Previous travel processing experience.
- Experience with Travel and Expense software.
- Experience with Cognos Reporting tools.
- Experience with administrative applications.
- Experience with computer system implementations and conversions.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.