Disbursements Coordinator

The Citadel•Charleston, SC

19h

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. In addition, this role will be responsible for the following: Responsible for user access management with Chrome River; workflow configuration, routing updates, and system enhancements. Wil 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.

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.