Supplier & Expense Operations Specialist

Summary:

Overview

The Supplier & Expense Operations Specialist is responsible for the administration, governance, and maintenance of the organization's supplier master data and supplier onboarding processes within Workday

Who We Are

The ASPCA Finance Department provides the financial services necessary to support the program operations and our life-saving work for animals.  The Finance Team has a collaborative working environment that encourages innovative thinking, continuous learning and active participation in program activities.  

What You’ll Do

• This position serves as the functional lead for supplier maintenance, ensuring the accuracy, integrity, and compliance of supplier records that support timely and accurate supplier payments. In addition, the role supports the Senior Manager, Travel, Expense & Supplier Operations in the administration of the Business Expense, Travel, and Corporate Card Programs, assisting with policy compliance, employee support, account administration, and expense review activities.
• Supplier & Expense Operations Specialist reports directly to the Senior Manager, Travel, Expense & Supplier Operations and has no direct reports.

Where and When You’ll Work

This is a hybrid position and will require 1 day per week on-site at an ASPCA location.

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future. 

• The target hiring range for this role is $30.21 – $32.61 per hour

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.

Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.              

Responsibilities:

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Supplier & Vendor Master Data Management

• Serve as the functional lead for supplier setup, maintenance, and governance activities.
• Coordinate the onboarding of new suppliers and maintenance of existing supplier records.
• Verify the accuracy, completeness, and integrity of supplier data entered into Workday.
• Coordinate supplier setup and maintenance activities with employees who possess the appropriate Workday security roles to enter and approve supplier records.
• Ensure compliance with internal controls, approval requirements, and segregation of duties.
• Investigate and resolve supplier master data issues impacting supplier payments.
• Develop and maintain supplier maintenance procedures and documentation.
• Partner with Accounts Payable, Procurement, Treasury, and business stakeholders regarding supplier-related inquiries and issues.
• Support audits and compliance reviews by providing documentation and evidence related to supplier maintenance activities.
• Identify and implement process improvements to strengthen data quality, controls, and operational efficiency.
• Ensure supplier records are accurately maintained to support timely and accurate supplier disbursements.

Travel, Expense & Corporate Card Administration

• Assist with the administration of the Business Expense, Travel, and Corporate Card Programs.
• Serve as a secondary resource for employee inquiries regarding travel, expense reporting, and corporate card policies and procedures.
• Assist with maintaining employee travel profiles and corporate card account information.
• Respond to employee inquiries and help resolve issues related to travel, expense reports, and corporate card accounts.
• Support the review of employee expense reports submitted through Workday for policy compliance and proper documentation.
• Identify potential policy violations or control concerns and escalate findings to the Senior Manager, Travel, Expense & Supplier Operations.
• Assist with corporate card account maintenance, including new card requests, changes, cancellations, and reporting.
• Support communications, training, and policy awareness initiatives for cardholders and travelers.
• Assist in managing relationships with travel and corporate card providers and support issue resolution with vendors.
• Support audits, reporting, and compliance activities related to travel, expense, and corporate card programs.
• Provides technical support with VISA online account registration, account lockouts, password/security question resets

Special Projects & System Support

• Participate in system upgrades, testing and implementation initiatives.
• Support process improvement efforts to enhance efficiency and accuracy.
• Perform additional duties and projects as assigned by the manager.

Qualifications

• Understanding the importance of proper documentation.
• Strong mathematical and computational skills
• Knowledge in the use of software applications including Word.
• Proficiency in Microsoft Excel required
• Knowledge of vendor banking validation and supplier risk controls preferred
• Understanding of fraud prevention measures preferred
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• Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.
• Ability to establish and maintain effective working relationships.
• Must be detail-oriented and be able to work in a meticulous, thorough and detailed manner.
• Ability to work in a fast-paced environment.
• Ability to handle highly sensitive information and maintain strict confidentiality.
• Ability to provide kind and courteous customer service
• Ability to exemplify ASPCA’s core values and behavioral competencies.

Language

• English (required)

Education and Work Experience

• Associate or bachelor’s degree in accounting or equivalent work experience preferred
• Minimum of 2 years’ relevant work experience with supplier management and expense management experience required
• 2 years’ Accounts Payable (AP) experience strongly preferred
• Experience supporting or administering corporate card programs preferred
• Experience with Workday preferred

Language:

Education and Work Experience: