Job description

Title: Procurement Card Administrator

Department: Procurement and Distribution Services

Management Center: University General

Location: Cedar Avenue Service Center

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 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.

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.

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 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

COVID Vaccination

Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information contact the Office of Equity for information regarding religious or medical exemptions as an accommodation.

Job Type: Full-time

Pay: From $40,209.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Cleveland, OH 44106: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What is your desired minimum hourly rate?

Work Location: Hybrid remote in Cleveland, OH 44106

www.colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, www.colinoncars.com is the ideal place to find your next job.