Procurement Card Administrator

Special Instructions to Applicants
Candidates who apply within the first 15-days of the posting will receive first consideration. Resume, Cover Letter and References required

 Job Summary 
The Procurement Card Administrator is responsible for all aspects of the Procurement Card (P-Card) program including training cardholders, distributing cards, maintaining and auditing records, procedures, and processes related to the program, in keeping with all applicable laws and regulations. 

Primary Duties and Responsibilities  

1. Develops and maintains training materials for campus departments on the function and use of the P-Card, and the P-Card reconciliation/approval software process.  Supervises and directs the activities of the Procurement Card Specialist to include system and compliance training, establishment of transaction auditing plans, and guidance on reporting discrepancies, repeated violations, suspicious activities, or other issues with cardholders.
   
2. Administers the P-Card program. The Administrator instructs procurement card holders of program policies and procedures; adds new cardholders and proxies after they attend P-Card training; responsible for maintaining files on each procurement card holder; assigns “P-Card module Roles” for the cardholders and proxies; supervises audit of each procurement card purchase (transaction) for compliance with State purchasing requirements after it is approved by the signature/budget authority, and applies policies, procedures, and discretion when providing guidance to campus users; informs procurement cardholders when violations and/or fraud occurs; follows up when violations occur and cancels procurement cards as needed; processes and uploads daily Visa transaction files from the issuing bank into the procurement card system.
3. Assists campus with the correct procedures for purchasing items with respect to State contract requirements, P-Card regulations, and applicable Federal requirements as applicable.
4. Adds, updates, and maintains security files/setups for all USM cardholders in the procurement card system by performing a variety of tasks.  Serves as the University’s contact with the card-issuing bank and orders cards.
5. Communicates directly with the State Department of Purchasing and Travel in the interpretation of State purchasing laws under various circumstances, including procurement card regulations/guidelines.
6. Coordinates with Purchasing, Tax Compliance, the Controller’s Office, and other departments as needed to ensure the card program operates as designed and within current policies.
7. Leads the month-end P-Card closing process including reconciling the monthly P-Card transactions to the bank statement and assists with the reconciliation steps required for voucher preparation by the Accounts Payable Manager.
8. Assists Accounts Payable, Travel, and Purchasing with other related processes associated with procurement cards.
9. Performs other duties as assigned.