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Expense Associate

Date: July, 2013
Reports to (Job Title): Manager, Accounts Payable
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Expense Associate is accountable to the Manager, Accounts Payable for applying knowledge of policies and procedures to record non-salary expenses and process accurate payments to vendors, employees, students, and visitors.  .  The scope and nature of Accounts Payable is extensive and varied. Unlike traditional Accounts Payable departments, the University’s non-salary expenses are not repetitive in nature, requiring a broader understanding of allowable business expenses, accounting and tax issues, and the ability to apply professional judgment.  Objectives are achieved by understanding policies and procedures, reviewing documentation, categorizing expenses, addressing compliance issues, influencing best practices, contributing to continuous improvements and entering transactions.

Key Accountabilities:

1.  Process vendor invoices and expense claims:



2.  Process payments:


3.  Provide advice, training and direction


4.  Other duties:

Position Requirements


Post-secondary courses in accounting.


Previous experience in an enterprise wide computerized accounting environment.

Demonstrated ability to prioritize and manage high-volume assignments accurately and efficiently.

Keen attention to detail.


MS Word Excel PowerPoint Other
Intermediate Advanced Basic Oracle E-Business Suite, Cognos Impromptu Reports, Sharepoint, More4Apps

Nature and Scope

Interpersonal Skills:

The Expense Associate must promote efficient and effective invoice and expense claim processing and not yield to pressures.  Excellent written and verbal communication skills are essential.  This position communicates internally with Finance team members as well as administrative staff, and Financial Officers across the campus community.  The Expense Associate must communicate accounting information to clients, often with little or no accounting experience, in order to achieve accurate, financial accounting and reporting and resolve issues.  Externally, this position communicates with vendors in order to resolve account issues.

Level of Responsibility:

The Expense Associate must apply knowledge of policies, procedures, business and accounting to process vendor invoices and expense claims or issue payments.  They must address issues such as compliance and resolve discrepancies with internal and external client groups.  In order to maintain appropriate separation of duties, only one Expense Associate is assigned payment responsibility at any given time.  This assignment may be rotated as necessary.

Decision-Making Authority:

The Expense Associate is expected to work independently to respond to client requests.  In complex or unusual situations, issues may need to be elevated to an Expense Analyst or the Manager, Accounts Payable.

Physical and Sensory Demands:

Minimal physical demands, typical of a position operating within an office environment.  Concentrated, attention to detail is required in an open office environment with competing priorities.  The Expense Associate must be able to manage concurrent assignments and prioritize workload in order to meet deadlines.

Working Environment:

Minimal exposure to disagreeable working conditions typical of working in an office environment.  The university operates in a decentralized environment in terms of decision making and centralized environment in terms of establishing standards, policies, procedures and financial systems.  Consequently the accounting and technical skills across university units of those dealing with financial matters vary significantly.  Due to the nature and complexities of the university business activities, disagreements and contentious issues and situation may arise from time to time due to differing interpretations of policies and procedures.  There may be periods of irregular/high volumes e.g. year-end.