Job Title: Procurement Card Suite Administrator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8544
Job Description

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 PCARD policy 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 PO’s 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.

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.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.