Expense Report Prepay Auditor
The Business Services Directorate (BSD) provides high-quality business services to support the Lab's research initiatives by participating in cross-functional teams with a focus on risk mitigation and cost management, which is a critical component to the Lab's success. Led by the Chief Financial Officer, Brookhaven's Business Services Directorate includes the Budget Office, Fiscal Services Division, Procurement & Property Management Division, Chief Financial Office, and the Business Operations Offices. The Directorate manages a broad range of financial activities, including the planning and implementation of the Lab's fiscal matters and its approximately $900 million annual budget.
The function of the Fiscal Services Division (FSD) is to support the mission critical research of Brookhaven National Laboratory (BNL). FSD provides Payroll, Accounts Payable, General Accounting, Financial Reporting and Travel Services support to the Laboratory. The open position is a Senior Fiscal Assistant position in the Travel Services area of the Division.
The mission of the Travel Office is to provide support for foreign and domestic travel for Brookhaven National Laboratory administrative professionals, employees and guests.
The successful candidate will process expense reports for Domestic/Foreign Travel and relocations, providing accurate and detail-oriented auditing of travel expenses, timely and constructive resolution and communication of discrepancies and errors.
Essential Duties and Responsibilities:
- Verify that submitted Expense Reports are compliant with BNL policy and, as applicable, federal travel regulations.
- Perform mathematical calculations to ensure the accuracy of costs related to travel expense reporting, including relocation expenses.
- Spot errors and suggest ways to improve efficiency and spending.
- Monthly Expense Report self-assessments.
- Ensure customer inquiries and issues are researched, addressed timely and accurately, and respond to customer escalations quickly to follow through for a resolution.
- Review and recommend modifications to current systems and procedures.
- Working with the Travel Supervisor and team members to develop and implement a training plan for the administrative staff to support travel knowledge throughout the Lab.
- Support the process improvement of the interface with Lab administrative professionals which includes developing relationships and training lab administrative professionals on expense report related issues and other issues relevant to the position.
- Support internal and external travel audits as required.
- Working with the Travel Supervisor ensures adherence to all BNL and DOE business rules, allowable cost monitoring, and compliance.
- In consultation with Travel Supervisor, respond to customer inquiries and address customer needs.
- Other tasks and responsibilities as designated by the Travel Supervisor
Required Knowledge, Skills, and Abilities:
- Bachelor's degree in business or other relevant field or equivalent experience, generally on the basis of 2:1 (experience: college) years.
- Proficiency in Adobe Acrobat and MS Office 365 to include Excel, Outlook, PowerPoint, SharePoint, Teams, and Word.
- Excellent organization, and written and verbal communication skills.
- Ability to operate in a team environment and be able to respond quickly to requests from the Travel Supervisor and Lab departments.
- Skilled at establishing positive working relationships at all levels, both internal and external. Sets a positive example for productive teamwork.
- Ability to juggle multiple priorities and tasks.
Preferred Knowledge, Skills, and Abilities:
- Familiarity with U.S. General Services Administration (GSA), U.S. Department of State, and Federal Travel Regulations (FTR) websites relative to travel regulations.
- Familiarity or working knowledge of PeopleSoft Financials, especially Expense Reporting module experience and Query Manager skills.
- Ability to work independently, establish own goals (with supervisory approval), and apply independent judgement, within policies and standards, to complete projects and administer process(es).
- Flexible team player who is able to interact and establish positive working relationships at all levels.
- Ability to identify and resolve problems within own area of responsibility.
- Must be self-motivated, resourceful, and organized, taking ownership of all assigned work.
- Proven ability to take initiative, work independently and under pressure, to handle routine and non-routine matters, in accordance with established procedures and guidelines.
- Ability to balance, prioritize, and effectively manage one's own time to deliver results and meet deadlines.
Environmental, Health & Safety Requirements:
- Computer/keyboard work is an essential duty.
Other Information:
- Visa Sponsorship is not available for this position
- Hybrid position that requires 4 days a week onsite at BNL in Upton, NY, and 1 day remote
Brookhaven Laboratory is committed to providing fair, equitable, and competitive compensation. The salary range for this position is $60,000 - $68,000 / year. Salary offers will be commensurate with the final candidate's qualification, education, and experience and considered with the internal peer group.
Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program
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