P-Card Specialist

Position Title

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Job Number

Full or Part Time

Fair Labor Standard Act Classification

Anticipated Pay Range

Pay Range Information

Job Description Summary

Responsibilities

• Serve as the primary point of contact for cardholders, authorized users, departmental administrators, and the issuing financial institution (Bank of America) regarding PCard inquiries, policies, and procedures.
• Review and process Procurement Card applications, including cardholder training, card issuance, account maintenance, monitoring account activity, renewals, and account deactivation or closure.
• Provide customer support and guidance to cardholders and authorized users, resolving issues or escalating concerns as appropriate.
• Maintain accurate and up-to-date cardholders and authorized user records.
• Reconcile monthly Procurement Card transactions and statements within the Concur expense management system, ensuring accuracy and timely completion.
• Conduct audits of Procurement Card transactions and supporting documentation to ensure compliance with established policies, procedures, and internal controls.

• Review and maintain supplier records in PeopleSoft, ensuring compliance with established procedures.
• Research and correct incomplete vendor data, including contact, remittance, banking and email information.
• Verify and maintain required vendor documentation, including W8 and W9 forms.

• Assist with the Travel, Procurement Card advance accounts.
• Review PCard activity to identify and support sales and use tax accruals.
• Assist with supplier analysis to support year-end 1099 reporting and compliance.
• Prepare, review, and submit journal entries to ensure accurate financial reporting.
• Take appropriate follow-up actions as required by established policies, procedures and Federal or State regulations

• Assist with the development, coordination, and presentation of PCard training workshops for the campus community.
• Provide clear and accurate verbal and written guidance regarding policies, procedures, and processes to faculty, staff, students, and external partners.
• Respond to and resolve email inquiries, and service requests in a timely and professional manner.

• Coordinate and execute testing activities for software upgrades, system enhancements, and new releases within assign areas of responsibility, ensuring timely completion and readiness for production deployment.
• Identify, document, and report system defects, issues, or process concerns discovered during testing, and collaborate with stakeholders to support resolution prior to implementation.

Required Qualifications

• Demonstrates knowledge of accounts payable policies, procedures, and controls related to the disbursement of funds for the procurement of goods and services. Strong organizational, planning, and analytical skills with exceptional attention to detail and the ability to effectively manage multiple priorities while meeting deadlines. Experience administering and supporting a procurement card (PCard) program and knowledge of federal and state tax reporting requirements are preferred. Proven ability to produce high-volume, accurate work with minimal errors while maintaining strict confidentiality and ensuring compliance with established policies and procedures.
• Demonstrates experience in an accounts payable environment with a strong customer service focus. Excellent interpersonal, written, and verbal communication skills are required. Experience with banking practices and processes is preferred.
• Experience using automated, multi-screen, online financial systems, including system testing, troubleshooting, and problem resolution. Experience with PeopleSoft Financials/Accounts Payable 9.2 or higher is preferred. Demonstrates proficiency in Microsoft 365 applications, including Excel, Outlook, Word, Teams, and OneDrive. Experience in using Concur Travel & Expense Management software is preferred.
• Proven ability to independently research, evaluate, and resolve problems using sound judgment and critical thinking. Knowledge of and experience interpreting complex state and federal tax reporting requirements related to procurement transactions and the acquisition of goods and services.
• Demonstrates strong interpersonal skills and the ability to establish and maintain effective working relationships with culturally diverse individuals and groups.

Desired Qualifications

• Possesses a strong working knowledge of accounting analysis related to the daily operations of accounts payable. Experience preparing reconciliations, researching and resolving discrepancies, and ensuring accurate financial reporting through exceptional attention to detail and analytical skills.

Special Instructions to Applicants