Travel and Reimbursement Administrator

Full Job Description

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Located in the foothills of the Rockies, a short walk from downtown Golden, Colorado, Mines campus is home to a close-knit community of change makers, boundary breakers and problem solvers. For more information visit us at: www.mines.edu.

We offer a comprehensive portfolio of benefits to our classified workforce, including medical, dental, life, short and long-term disability plans, dependent tuition benefit, and retirement plans. Benefits begin the first of the month following your start date.

Other perks include:

• Generous vacation and sick leave plus 13 paid holidays
• State pension plan (PERA)
• Parental Leave
• Reduced cost tuition for employee and family members
• Life and Disability Insurance
• Professional growth and training opportunities
• Access to technology and equipment
• Colorado State Employee Assistance Program
• Access to a world-class recreation center
• Interaction with an international population and cultural events
• BenefitHub state employee discount program
• RTD Eco-Pass
• Free access to Mines varsity sporting events for you and 3 guests!

Our mission in the Controller's office at Mines is to provide exceptional financial leadership, support, and guidance to the University community.

We are committed to fostering a culture of transparency, integrity, and accountability in all financial matters.

Our goal is to ensure the responsible stewardship of the University's resources and to provide accurate and timely information.

We are dedicated to providing excellent customer service and fostering partnerships with all stakeholders to achieve the University's strategic goals and objectives.

Requirements

The Travel and Expense Reimbursement Administrator is responsible for overseeing all aspects of employees, students and visitors expense reimbursements and report processing within Mines.

This position plays a crucial role in ensuring timely and accurate processing of expenses, adhering to company policies and financial compliance

Primary Duties:
Travel Reporting

• Process requests for payments (i.e. vouchers and direct pay requests) at the request of the campus department. This includes but is not limited to reviewing backup documentation for appropriateness, completeness, correctness, funding availability and in compliance with Mines financial policies.

• Reviews and processes Invoices submitted for payment. This includes, but is not limited to reviewing invoices for appropriateness, completeness, correctness and funding availability, and entering and processing invoices and payment requests.

• Matching invoices with purchase orders or contracts to ensure proper allocations of payments.

• Audits backup documentation, account codes, and necessary approval.

• Verify and investigate payment discrepancies, if any, by reconciling vendor accounts and monthly vendor statements
  Understands compliance issues around accounts payable processes (W-9, construction retainage, etc.)

• Monitor payment deadlines and resolving any outstanding invoices or payment delays.

Mines OneCard Allocations

• Review and process Mines OneCard expense reports, verify costs against receipts and ensure expenses comply with Mines financial policies.

• Partner with campus to ensure timely and accurate allocation of OneCard expenses but assisting in the Expense Report creation.

• Ensure adherence to company expense policies and flag any discrepancies or violations.

Accounts Payable (A/P)

• Process requests for payments (i.e. vouchers and direct pay requests) at the request of the campus department. This includes but is not limited to reviewing backup documentation for appropriateness, completeness, correctness, funding availability and in compliance with Mines financial policies.
• Reviews and processes Invoices submitted for payment. This includes, but is not limited to reviewing invoices for appropriateness, completeness, correctness and funding availability, and entering and processing invoices and payment requests.
• Matching invoices with purchase orders or contracts to ensure proper allocations of payments
• Audits backup documentation, account codes, and necessary approval
• Verify and investigate payment discrepancies, if any, by reconciling vendor accounts and monthly vendor statements
• Understands compliance issues around accounts payable processes (W-9, construction retainage, etc.)
• Monitoring payment deadlines and resolving any outstanding invoices or payment delays

Qualifications

Residency Requirement

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

H8B3XX ACCOUNTING TECHNICIAN III

• Experience Only: Three (3) years of relevant experience in an occupation related to the work assigned to this position OR, Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
• Excellent communication skills
• Experience working with a large financial system such as Workday

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative.

This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.