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Expense Administrator - Hybrid Work Arrangement

Rockville , MD
Closing date
Dec 14, 2022

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Full Time
Career Level
Experienced (Non-Manager)

Job Details

Westat is an employee-owned corporation providing research services to agencies of the U.S. Government, as well as businesses, foundations, and state and local governments. Westat's research, technical, and administrative staff of more than 2,000 is located at our headquarters in Rockville, Maryland, near Washington, DC.

Westat is committed to building a diverse workforce and a culture of inclusivity, belonging and equity for all. We believe that our greatest strength draws on the different backgrounds, cultures, perspectives and experiences of our employees.

Westat is seeking an Expense Administrator to be part of the Accounting team, with oversight and administration of travel and expenses (T&E) processing for up to 8000 employees, with a focus on improving operating processes across the organization.

Job Responsibilities:
•Perform travel and expenses (T&E) processing for field and office teams, verifying the internal controls are operating correctly, ensuring compliance with Federal Travel Regulations and Westat policies and business rules.
•Prompt accurate T&E processing and reimbursement, initially under direct supervision, administer, monitor, report on and provide guidance on corporate employee expense reports and the corporate credit card program.
•Work closely with the Payroll, Tax and HR, also Internal Audit as necessary, to ensure smooth functioning processes and ensure comprehensive internal controls are operated for T&E processing activities.
•Support accurate and timely reporting and filings, ensuring T&E are processed to the correct Cost Objective (project charge code) and General Ledger (GL) accounts, and payments are correctly and quickly disbursed.
•Help optimize T&E administration, processes, systems for the function to support a dynamic business environment.
•Communicating across the company regarding T&E rules and compliance, training employee groups, Accounting staff and management to keep the company up-to-date with all relevant regulations and company policy requirements.
•Document and maintain all policies & processes for training, business continuity and audit purposes.
•Support internal reviews and audits of Expense Reports, working with Internal Audit and external auditors.
•Maintaining excellent working relationships with the Travel Department on the Corporate Travel Program and the Treasury team on the Corporate Credit Card Program.
•Reconciling T&E related GL Accounts.
•Drive continuous improvement and efficiencies through best-in-class enhancements to processes.
•Generate T&E analysis reports to identify and explain unexpected variances for Controller oversight and provide regular Key Performance Indicator (KPI) activity and issue reporting for management review.
•Work collaboratively with HR, Tax, and Accounting teams to ensure accurate and timely year end reporting and filings, and to support financial and government audits.

Basic Qualifications:
•BS in Business or related discipline; Financial degree preferred.
•5+ years working in a similarly sized or larger organization mainly focused on the T&E functional area
•Experienced in both in-house, (especially Deltek CostPoint or similar ERP), and external T&E systems, with experience training others in them.

Preferred Qualifications:
•Expert level knowledge of federal travel and expense regulations in a government-contracting environment

Minimum Qualifications:
•Superior customer service and communication abilities, both verbal and written, familiar dealing with all levels of staff.
•Attention to detail with excellent organizational and time management skills to meet tight deadlines, under pressure, to deliver and meeting all statutory and corporate record keeping and reporting needs.
•Must be self-driven with the ability to identify, plan and prioritize business opportunities.

Westat offers a well-rounded and comprehensive benefits program focused on wellness and work/life balance. Eligible employees may participate in:
  • Employee Stock Ownership Plan
  • 401(k) Retirement Plan
  • Paid Parental Leave
  • Vacation Leave
  • Sick Leave
  • Holiday Leave
  • Professional Development
  • Health Advocate
  • Employee Assistance Program
  • Travel Accident Insurance
  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Short Term Disability Insurance
  • Long Term Disability Insurance
  • Life and AD&D Insurance
  • Critical Illness Insurance
  • Supplemental Life Insurance
  • Flexible Spending Account
  • Health Savings Account


Protecting the health and safety of our employees and survey participants is a top priority for Westat. As a federal government contractor, Westat will require Westat staff, regardless of work location, to provide proof that they are fully vaccinated against COVID-19 upon hire and to follow all safety protocols, subject to approved accommodations under applicable law.

Westat is an Equal Opportunity Employer and does not discriminate on the basis of race, creed, color, religion, sex, national origin, age, veteran status, disability, marital status, sexual orientation, citizenship status, genetic information, gender identity or expression, or any other protected status under applicable law.


Westat, headquartered in Rockville, Maryland, near Washington, DC, is an employee-owned research corporation serving agencies of the U.S. Government, state and local governments, businesses, and foundations. We conduct surveys and program evaluations, provide statistical research, and offer related services. Our multiproject environment provides career opportunities in health, energy, education, transportation, the environment, human services, and the workforce. We combine the relevant research area expertise

Company info
1600 Research Blvd

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