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Title

Temporary Expense Reimbursement Specialist - 2005076 

EOE StatementCarnegie Mellon University - Software Engineering Institute considers applicants for employment without regard to, and does not discriminate on the basis of, gender, race, protected veteran status, disability, or any other legally protected status.
 
Description

Position Summay: This position is expexted to last for six (6) months. Responsible for assisting members of the SEI Business Services Travel Team with administration and auditing (compliant with CMU Business and Expense Reimbursement Policy, Federal Travel Regulations as well any other customer specific requirements) of all SEI travel requests, travel reimbursements, conference registration and corresponding payments. This includes review of travel requests, Oracle expense reimbursements and conference registrations for SEI travelers. Duties include, reviewing approved conference registration requests in a timely manner and processing the registration and pre-payment of the conference registration, as well as notification of final registration to traveler and support person. Providing sufficient receipts to SEI Accounts Payable to reconcile the conference registration charge in the Oracle Procurement Card system. Additionally, ensure end user compliance with both SEI and CMU system requirements; ensuring all supporting documents are available and stored within the SEI e file and within the Oracle expense report as required. Reconciliation of the SEI travel request to the Oracle expense report details and closing the SEI Travel Request record when all payments have been made. This position would also be responsible to track and ensure all foreign travel requirements and approvals are secured prior to traveler departure.

 

Minimum Qualifications and Requirements:

Education/Training: Associates’ degree or equivalent combination of training and experience.

Licenses:  None

Experience: Three (3) to five (5) years of related experience such as in a travel agency, or in a position requiring the monitoring and approval of financial expenditures.

Skills/Abilities: Must have strong analytical and good organizational skills, strong communication skills both written and verbal and the ability to maintain detailed information on all travel reimbursements to ensure proper and complete documentation of all expense reimbursements.  Previous experience with Oracle, Excel and Word are required

Mobility: Normally sedentary with some mobility; i.e., able to travel to other campus locations; may require some bending, stretching, pushing as well as lifting of several reams of paper,  etc.

Environmental Conditions:  Work is usually performed in an office setting. There will be close contact with CRT for long periods of time.

Mental:  Ability to pay close attention to financial detail, meet deadlines with respect to travel reimbursements, and or conference registrations, remain calm during difficult situations, work under pressure and work with frequent interruptions.

Other:  Candidates will be subject to a background check and must be eligible to obtain and maintain a Department of Defense security clearance. Weekend and evening hours may be required during peak times.

 

Preferred Qualifications and Requirements:

Education/Training: Bachelor’s degree or equivalent combination of training and experience.

Licenses:  None

Experience: Experience and understanding of business travel, i.e., general knowledge of airline procedures, hands-on experience in auditing and reimbursing business travel related expenses, understanding of situations such as flight cancellations, late arrivals etc. which preclude normal travel expenses. Experience working with vendors placing orders and receiving items.

Skills/Abilities: Extensive knowledge of the Oracle financial system modules including Accounts Payable and Internet Expenses – Procurement Card usage and verification.

 

Accountability: Expected to act independently, prioritizing own workload.  Responsible for making timely decisions and taking appropriate actions to ensure timely reimbursement of all travel reimbursements for both domestic and foreign travel. Responsible for the timely review and update of the SEI Travel Request System to reconcile Oracle expense report payments and close out Travel Request record. Ensure timely processing of approved conference registration requests to take advantage of lower early bird registrations. Responsible for providing all required support to reconcile Tartan Trust Card where a conference registration was pre-paid by the SEI.

Direction: Performs under general supervision, supervisor only checks a sample end results of reimbursements processed, invoices paid, foreign travel approved and conference registrations placed. All normal duties and responsibilities are handled independently using established guidelines, policies and previous experiences as precedents, only the most difficult or unique situations are referred to the supervisor.

Decisions:Has latitude to make decisions regarding allow ability of expenses, and approved conference registrations. Decisions are made based on policies, procedures, guidelines, past precedence, current practices, and if needed collaborating with other Business Services Travel team members.  Only unique situations are referred to the manager, however, it is expected that solutions and recommended rationale are part of these discussions.

Supervisory Responsibilities: This position does not have supervisory responsibilities.

 

Job Functions or Responsibilities:

70%     Assisting members of the SEI Business Services Travel Team with administration and auditing (compliant with CMU Business and Expense Reimbursement Policy, Federal Travel Regulations as well any other customer specific requirements of all SEI travel requests, travel reimbursements, conference registration and corresponding payments. This includes review of travel requests, Oracle expense reimbursements and conference registrations for SEI travelers.

25%     Duties include, reviewing approved conference registration requests in a timely manner and processing the registration and pre-payment of the conference registration, as well as notification of final registration to traveler and support person. Providing sufficient receipts to SEI Accounts Payable to reconcile the conference registration charge in the Oracle Procurement Card system.

5%       Other duties as assigned

100% TOTAL EFFORT

 

Organizational Chart: Chief Financial Officer – Financial & Business Services < Manager – Business Services < Assistant Manager, Business Services < this Position

 

 

Carnegie Mellon University is an EEO/Affirmative Action Employer – M/F/Disability/Veteran                                                                      

 
Job Categories Administrative 

This position is currently accepting applications.

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