Key Areas

Key Responsibilities and Duties of the Job

Expense Management

• Manages the Concur expense management system for all corporate cardholders and employees requiring expense and mileage reimbursement.
• Oversees day-to-day administrative operations of the P-Card and Executive Card programs, including issuance, cancelation, and replacement of cards, reviewing and maintaining card limits, maintaining cardholder records, and resolving technology issues with the Concur expense management system.
• Oversees the administration of the Concur system, including reviewing release notes, submitting report creation requests and support cases, and making necessary configuration updates to the site.
• Provides administrative support for the implemented expense management system (Concur) and the overall mileage and expense program.

Vendor Management

• Acts as the direct liaison between the bank and all cardholders. Works directly with the bank on any disputed items or fraud inquiries.
• Assist with day-to-day AP operations including vendor set-up and management, invoice coding, payment processing, and vendor statement reconciliations.

System Analysis and Optimization

• Develops audit rules and validation tables within the Concur system to enhance controls and ensure accuracy in accounts payable processes, encompassing the review of expense reports, vendor invoices, and reimbursement requests.
• Suggests adjustments to improve both data quality and processing efficiency, including enhancements to the import and export of data between various applications.
• Develops implementation plans to enhance efficiency, while also staying informed about the latest system functionality and updates to ensure optimal performance
• Collaborates with the IT team to configure, customize, and implement solutions, while adhering to industry best practices and standards.
• Conducts thorough testing and quality assurance activities to validate system changes, ensuring successful implementation and minimal disruption to operations. .

Customer Support and Training

• Provides customer service to all employees on business expense reporting, responding to phone calls and e-mails in a timely manner.  Makes independent judgment on approval/denial of submitted expenses.
• Communicates with cardholders and other departments as necessary, on issues related to expense reports and their accounts, including aging unreconciled and un-submitted reports and transactions, fraudulent transactions and policy violations, etc.
• Provides ongoing support to employees needing assistance with the expense management system (Concur).
• Creates, updates and maintains all training materials and policies related to the expense management processes and systems.
• Ensures that all expense reporting and credit card policies, training materials, and other relevant information are updated and available on the Concur site.
• Conducts training sessions as needed to employees on how to submit expenses through the system.
• Resolves issues directly with employees and/or their managers related to non-compliant expense reimbursement submissions.
• Identifies and implements tools that enhance the user experience in Concur with the assistance of software support.

Record Keeping & Reporting

• Downloads and submits requested reports to the appropriate staff, including biweekly expense and mileage reports to payroll for payout.
• Tracks and records use tax and project accounting processed through the expense management system (Concur).
• Performs audits of expense reports.
• Compiles, analyzes, and reports expense reimbursement data to assess accuracy, completeness, and conformance to standards and policies.
• Provides regular monthly reporting on the key metrics of the program.
• Provides analytical information and data research as requested.
• Reconciles balance sheet accounts related to the program.
• Maintains historical records by filing documentation.
• Prepares files to be imported into the general ledger system.

Other

• Assists in special projects as needed.
• Completes validation of entry and participates in peer audits.
• Acts as back-up for the Accounts Payable Specialists as needed.
• Processes weekly bank deposits for all entities.
• Performs other duties as assigned or requested.