What are the responsibilities and job description for the PROCUREMENT CARD SPECIALIST - FINANCE position at Clayton County Government?
PROCUREMENT CARD SPECIALIST - FINANCE
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PROCUREMENT CARD SPECIALIST
Job Title: Procurement Card Specialist
Position Summary
The Procurement Card Specialist manages and oversees the County’s P-Card program to ensure compliance with County policy, state law, and sound internal control practices. This position is responsible for program governance, transaction monitoring, reconciliation oversight, and audit coordination. The Procurement Card Specialist supports departments in efficient procurement while safeguarding public funds and maintaining transparency and accountability.
Key Responsibilities
Program Administration & Governance
- Administer the County’s P-Card program, including card issuance, modifications, suspensions, and cancellations
- Establish and enforce County P-Card policies, procedures, and spending thresholds
- Configure and maintain cardholder profiles, single transaction limits, monthly limits, and MCC restrictions
- Coordinate with the County’s banking partner to manage program structure and enhancements
Compliance, Monitoring & Internal Controls
- Monitor daily and monthly transactions to ensure compliance with County policy and applicable regulations
- Enforce adherence to Generally Accepted Accounting Principles and governmental standards such as GASB
- Identify, investigate, and resolve instances of non-compliance, misuse, or potential fraud
- Ensure timely submission, review, and approval of receipts and supporting documentation
- Maintain a structured escalation process for violations, including card suspension when necessary
Reconciliation & Financial Reporting
- Oversee monthly reconciliation of P-Card transactions within the County’s ERP system (e.g., Munis)
- Ensure accurate coding and posting to the general ledger and appropriate funds (General Fund, SPLOST, Enterprise Funds, etc.)
- Prepare monthly, quarterly, and annual reports on P-Card activity, compliance rates, and departmental usage
- Support financial close processes by ensuring all transactions are recorded in the proper accounting period
Audit Coordination & Risk Management
- Serve as the primary point of contact for internal and external auditors regarding P-Card activity
- Maintain audit-ready documentation, including transaction logs, approvals, and exception reports
- Conduct periodic internal audits and compliance reviews across departments
- Strengthen controls in alignment with the COSO Internal Control Framework
Training & Departmental Support
- Develop and deliver mandatory training for cardholders, approvers, and department leadership
- Provide ongoing guidance on allowable expenditures, documentation standards, and procurement best practices
- Assist departments in resolving transaction issues, declines, and reconciliation challenges
Policy Development & Continuous Improvement
- Regularly review and update the County’s P-Card policy to reflect best practices and regulatory changes
- Recommend process improvements to increase efficiency, transparency, and control
- Leverage data analytics to identify trends, reduce risk, and optimize program performance
Minimum Qualifications
- Bachelor’s degree in Accounting, Finance, Public Administration, or related field
- 3–5 years of experience in governmental accounting, accounts payable, procurement, or P-Card administration
- Working knowledge of fund accounting and public sector financial operations
- Experience with ERP systems (preferably Munis or similar government financial systems
Preferred Qualifications
- Georgia Certified Purchasing Card Administrator (GCPCA) or equivalent certification
- Prior experience in County or municipal government
- Experience supporting annual audits and responding to audit findings
- Familiarity with the State of Georgia purchasing laws and County procurement ordinances
Key Competencies
- Strong understanding of internal controls, compliance, and public accountability
- High attention to detail with strong analytical and auditing skills
- Ability to enforce policy consistently across departments
- Strong interpersonal and communication skills for cross-department coordination
- Ability to manage competing priorities in a deadline-driven environment
Reporting Structure & Work Environment
- Reports to Chief Financial Officer
- Works closely with Accounts Payable, Procurement, Budget, and all County departments
- Plays a critical role during month-end, year-end close, and annual audit cycles
Clayton County, Georgia, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Position : 3082
Type : INTERNAL & EXTERNAL
Location : FINANCE
Grade : GRADE 25
Posting Start : 05/18/2026
Posting End : 12/31/9999
MINIMUM SALARY: $59,482.11
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Salary : $59,482