POSITION SUMMARY:
Under
the supervision of the Purchasing Supervisor, the Purchasing Card Administrator
will
manage the Purchasing Card Program in compliance with PGCPS Purchasing Card
Policies and Procedures while maximizing the business potential of the use of
Purchase Card (P-Cards); train PGCPS Cardholders and their management in the
use of P-Cards; and act as liaison to the PGCPS P-Card vendor. Work involves
authorizing and controlling Procurement Cards, responding to inquiries,
instructing and resolving problems. This position is also responsible for
managing the contract module database and all associated files.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Coordinate the P-Card program. Ensure enrollment forms are
completed properly, authorize and issue P-Cards to approved Cardholders, and
maintain files;
Manage all P-Card accounts: account set-up and closing,
set/monitor account dollar limits and all other account controls;
Monitor and audit purchasing card transactions throughout each
billing cycle to identify audit exceptions i.e. circumvention, inappropriate
procurement activities, charge for taxes, etc. Maintains accurate and detailed
record keeping for all card holders;
Ensures purchasing card transactions are made according to policy
and procedures, local and federal laws, and applicable regulations. Establishes
card restrictions, revoke cards per the terms and conditions of PGCPS, local and
state policies and procedures;
Establishes, enforces and maintains policies and procedures for
the issuance, usage, termination of purchasing cards. Conducts quarterly
training with departments and schools on the proper usage of PGCPS credit card
and approve transactions as needed;
Assist
in special projects as needed, including but not limited to, system
enhancements, program expansion and upgrades;
Assists in preparation of correspondence to vendors, internal
departments, and schools. Serves as liaison between US Bank and PGCPS employees;
Act as the PGCPS liaison to the P-Card vendor;
Coordinate issues that arise from P-Card purchases/payments on
behalf of PGCPS Cardholders;
Create and maintain the Procurement End User Manual, update as
appropriate;
Analyze and report program results on a quarterly basis to provide
trend analysis;
Recommend program modifications in order improve and utilize
program features;
Track P-Card activity by Cardholder and Department;
Handle card security issues, such as fraud, compromised accounts,
stolen/lost cards by working with Cardholders and the P-Card vendor;
Set up reconciliation schedules for Cardholders;
Coordinate the weekly reconciliations of the Cardholders with the
encumbrance process;
Prepare reports for Management on P-Card statistics on a monthly,
quarterly and annual basis; and
Maintain/update Contract Module.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Strong knowledge of governmental/public accounting and auditing principles
and practices; Strong knowledge of fund accounting and its application to a
wide variety of accounting transactions and problems;
Extensive knowledge of personal computers and software applications;
Excel, Word and other Windows applications - Oracle based system is highly
preferred;
Working knowledge of electronic funds and industry standards;
Ability to make decisions pertaining to accounting policies and
procedures within established governmental accounting principles and
guidelines;
Prepare financial and accounting reports, using Excel and Word and
perform various analyses;
Ability to work effectively and amicably with various departments and
administrative personnel;
Ability to coordinate work with other employees, providing direct
instruction or supervision as assigned;
Independent judgment based on an understanding of organizational policies
and activities;
Ability to communicate effectively orally, by phone, in person, and in
writing;
Ability to represent the department and PGCPS in a friendly, courteous,
and professional manner;
Good knowledge of purchasing work and modern office practices;
Good knowledge of state laws and local regulations relating to the
procurement of supplies and services; and excellent
problem-solving and analytical skills;
Strong project management and multi-tasking skills; and
Capable of following written instructions and documented procedures.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor’s degree
from an accredited college or university with major course work in Accounting,
Finance or Business Management to include three years’ experience in the
financial industry with an emphasis on credit card management. A combination of
education and relevant work experience may be considered in lieu of degree and
three years of supervisory experience; three (3) years of supervisory
experience required.
CERTIFICATION REQUIREMENTS:
CPPB or CPPO required
within 2 years of employment.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.