Disbursements Coordinator

The Citadel • Charleston, SC

1d • $50,000 - $60,000 • Onsite

About The Position

The Citadel, The Military College of South Carolina is seeking a Disbursement Coordinator for the Financial Services Department. Under the supervision of the Disbursements Manager, this position is responsible for administration and oversight of the Chrome River expense management system, including travel authorizations, travel reimbursements, direct pay invoices (including reimbursements), and the purchasing card module. This role serves as the institutional subject matter expert for Chrome River and ensures compliance with state disbursement regulations and institutional policies.

Requirements

• A high school diploma and professional experience in accounting and accounts payable.
• Knowledge of accounting practices, principles, theories, and terminology.
• Knowledge of state government and fiscal accounting processes.
• Knowledge of accounts payable processes and related state and federal regulations.
• Excellent customer service skills required.

Nice To Haves

• Experience administering Chrome River or comparable travel and expense management software preferred.
• Experience with purchasing card administration and compliance monitoring preferred.
• Experience reviewing sales and use tax on expense transactions preferred.
• Higher education or governmental accounting experience preferred.
• Ellucian Banner or comparable ERP system experience preferred.

Responsibilities

• Responsible for user access management with Chrome River; workflow configuration, routing updates, and system enhancements.
• Monitor system queues to ensure timely movement of expense reports, pre-approvals, direct pay requests, and reimbursements. Evaluates new system features and recommends process improvements to strengthen controls and efficiency.
• Reviews and processes travel authorizations, travel reimbursements, direct pay invoices, and reimbursement requests submitted through Chrome River.
• Ensures compliance with state travel regulations, institutional policies, and sales and use tax requirements. Communicates with departments to resolve discrepancies and obtain required documentation.
• Administers the Chrome River P-Card module; including transaction review and compliance monitoring. Ensures appropriate documentation, coding accuracy, and adherence to institutional guidelines.
• Coordinates with Procurement on compliance issues and escalations as needed.
• Provides training and guidance to campus users on Chrome River processes and disbursement policies.
• Develops reference materials and serves as primary point of contact for system-related inquiries and troubleshooting.
• Provides backup support for non-Chrome River disbursement functions as needed, including assistance with payment processing, check and ACH support tasks, and general accounts payable activities to ensure continuity of operations during peak periods or staff absences.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED