Position: Procurement Card Suite Administrator

Location: 10620 Cedar Ave, Cleveland, OH 44106

Duration: Temp to Hire

Pay-Rate: $19.33/Hr. on W2

Dept: Procurement and Distribution

Position Objective:

Directly responsible for all aspects of the procurement card program for Case Western Reserve University. Working under the general direction, perform the customer service and monitoring functions to support procurement and accounts payable areas of responsibility. Contribute in the development and implementation of financial policies and procedures related to procurement operations to meet the goals established by the procurement and distribution services and the division of finance. Monitor and support the ongoing audit efforts to ensure program compliance and reduce risk and exposure.

Essential Functions:

• Manage the Procurement Card (PCard) Program. Serve as the primary manager for coordination of process and procedural related issues on a daily basis to include resolution of related issues with all potential customers to the PCard Program process. Work with all departments to promote the proper and ethical use of the card as well as develops and maintains mandatory Procurement Card Suite trainings. Establish, update, and effectively communicate protocol to user department administrators on all aspects of the card program. Coordinate that resolution with the appropriate persons within the department and assume primary lead in following through to final, satisfactory resolution (20%)
• Ensure regulatory compliance. Work with director and assistant director for strategic sourcing to develop and implement department and university-wide policies and procedures as related to the PCard program. Work with financial institution to develop, refine, and implement policies and procedures as related to the PCard program. Responsible for producing PCard reports for the department and administration. Review, analyze, and interpret monthly reports and make projections. Receive, screen and channel written and verbal communications for the department. (15%)
• Oversee electronic interfaces to other systems including the monthly financial mapper file of transactional data. Use of banking platform at campus administrator level, and PeopleSoft Financials. Maintain hierarchy and role setup and integration of chart of accounts between banking systems and Financials. (10%)
• Maintain audit compliance. Work with both PCard Auditor internally and Internal Audit to identify potential risks and PCardpolicy violations. Maintain exemplary files and documentation on the program. Review and provide recommendations for the development of internal controls; identify off standard situations and recommend or take corrective action. (15%)
• Manage, review, and determine complex requests for exception transactions based on critical review and available financial information such as funding source. (6%)
• Collaborate with PCard auditor to determine off-standard transactions identified through weekly high-level reviews of all transactions posted across campus. Recommend action if needed. (6%)
• Act as secondary administrative support for purchasing buyers and sourcing managers. (6%)
• Research resolution and communicates with end users in a timely manner. (6%)

Nonessential Functions:

• Act as secondary liaison with Accounts Payable to resolve of invoices without purchase orders in a timely manner (4%)
• Oversee the operational accounts for Procurement and Distribution Services. Maintain the financial/confidential files and the permanent records of the Purchasing, Accounts Payable functions, and processes departmental deposits. (4%)
• Serve a department HCM coordinator. (3%)
• Serve as backup to Department Assistant 3 and PCard Auditor in their absence (3%)
• Work on special projects and other related assignments. (2%)

Contacts:

• Department: Regular contact with department staff to exchange information.
• University: Substantial contact with professional staff of all levels from the Controller’s Office, the Investment Office, the President’s Office, Budget and Planning Office and Development. In reconciling and almost auditing the expenses hitting the PYBL accounts. High level discussions on expenses and processes affecting the accounts and subsequent General ledger postings
• External: Contact with personnel from the university’s banks as well as individuals from the university’s external auditors on a regular basis. In reconciling and almost auditing the expenses hitting the PYBL accounts. High level discussions on expenses and processes affecting the accounts and subsequent General ledger postings. Primary responsibility for audited AP Payables related to internal and external audits, A133 audits, etc.
• Students: Little or no contact with students.

Supervisory Responsibility:

Supervise temporary staff as needed.

Qualifications:

• Experience: 5 years related experience, preferably in payables accounting.
• Education: High school education required. Bachelor's degree preferred.
• Procurement Card Suite Admin.

• Issue procurement cards and fuel cards
• Review policy exception requests
• Understand the procurement policies
• Monthly audits on the WEX and procurement card accounts
• Monthly reporting in Excel
• Pcard.
• Admin functions

Required Skills:

• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Attention to detail, coordination of multiple tasks, and public relations exposure.
• Excellent verbal and written communication skills.
• Strong analytical and organizational skills required.
• Ability to work under pressure and meet deadlines.
• Individual must be mature, professional, and discreet.
• Computer spreadsheet and word processing skills required.
• Familiar with standard concepts, practices, and procedures in accordance with generally accepted accounting principles and other regulatory guidelines.
• Ability to rely on limited experience and judgment to plan and accomplish goals.
• Strong attention to detail.
• Experience in PeopleSoft Financials or other ERP software preferred.
• Strong PC skills

Working Conditions:

Typical office environment. This position is eligible for the staff hybrid work program.

Job Types: Full-time, Contract

Pay: $19.33 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Your email address, contact number and the best time to reach you?

Education:

• Associate (Preferred)

Experience:

• Microsoft Excel: 4 years (Preferred)
• Accounts payable: 4 years (Preferred)
• PeopleSoft Financials or other ERP: 4 years (Preferred)

Work Location: In person