Government Purchase Card Program Manager

2 weeks ago

Aiea, United States GC Associates USA Full time
Job DescriptionJob Description

Position Title: Government Purchase Card Program Manager

Customer: U.S. Indo-Pacific Command (USINDOPACOM) Business Office

Location: Camp H M Smith - Elrod Rd, Halawa Heights, HI 96861

Office Hours: 7:30 am - 4:30 pm Monday through Friday

Clearance Required: Secret Clearance

GC Associates USA (GCA) Website: Home - GC Associates USA (gcassociates-usa.com)


GC Associates requires a Government Purchase Card Program Manager to provide program management services required to support the JTF-RH Government Purchase Card (GPC) program, associated required training, and periodic audits, to ensure timely and accurate invoicing and reconciliation of GPC transactions, and administrative support services to ensure accurate and complete records keeping of all JTF-RH and USINDOPACOM GPC records for the USINDOPACOM) Business Office.


DUTIES AND RESPONSIBILITIES:

JTF-RH Approving Official (AO) Support.


  • Shall review JTF-RH Approving Official (AO) purchase card records each month to ensure the AO is maintaining accurate and complete files of GPC procurement actions in comparison to the monthly billing statement. On average, approximately 29 transactions are generated per month. A complete record consists of an approved purchase request signed by the AO, a current vendor quote, a record of market research conducted, any necessary approvals or waivers such as an ITPR, the Form 889, and the signed receipt, packing slip and matching As required, the contractor shall obtain any additional supporting documentation required to rectify discrepancies identified during the review.

  • Shall review Cardholders (CH) purchase log and files to determine if files contain adequate supporting documentation required for approval. Adequate documentation includes sufficient evidence that market research was performed and that mandatory sources were considered, and as applicable, a completed Section 889 form, an approved Information Technology Purchase Requests (ITPR), Furniture/Shredder Requests.

  • Using the established accounting system of record, the contractor shall review unfilled orders and outstanding unliquidated obligations to determine if: (1) purchase request and dollar amounts have been correctly processed in Navy Enterprise Resource Planning (ERP) with approved Purchase Order number, (2) correct accounting information has been correctly recorded in U.S. Bank, (3) the outstanding amount reflected is accurate and (4) when liquidation of excess/residual amounts from the purchase request is Contractor shall notify JTF-RH Comptroller with any financial discrepancies. The estimated number of annual reviews required is 380.

  • Shall verify that JTF-RH AO and CH required training is in accordance with NAVSUPINST 4200 (series) and Desk Guide 5.11. The contractor shall notify the Agency Program Coordinator (APC) of any expiring training prior to the end of the month in which the training expires.

  • Monthly, the contractor shall review two (2) cardholder's activity to determine if GPC use is in compliance with GPC policy and Internal Operating Procedures (IOP). Contractor shall review to determine account status, potential card misuse or abuse, spending maximization, or account Contractor shall record any discrepancies or infractions actions found and retain finding report in each monthly credit card file. Contractor shall submit a monthly report, in either Microsoft Word or Excel, for each CH to the USINDOPACOM Program Coordinator (APC) within 30 days after the end of the billing cycle.

  • To support the Procurement Performance Management Assessment Program

(PPMAP) audit, the contractor shall acquire any missing supporting documentation required for each audit sample. Supporting documentation consists of purchase logs, requisitions, invoices, receipt/acceptance, and justification and approvals. The total number of samples varies; however, the sample number is estimated at 78.


  • Shall conduct a monthly reconciliation of two (2) cardholders' US Bank accounts to verify that bank-billing statements and transactions correctly match purchase documentation, invoices, Navy ERP information, and CH purchase logs. Monthly, the contractor shall submit a Microsoft Word or Excel report to the APC detailing the reconciliation findings.

  • Shall report lost or stolen GPC cards to US Bank and shall ensure that newly appointed GPC holders and GPC holders issued replacement cards complete all required forms. Completed forms shall be submitted to US Bank.

USINDOPACOM Business Office Support.


  • Shall review weekly an estimated 30 invoices received through Wide Area Workflow (WAWF) and compare to existing contracts to ensure the invoice is in compliance with contract pricing, terms and conditions. The contractor shall submit an emailed report of any discrepancies identified to the Lead Processing Office (LPO).

  • Shall weekly notify the Directorate Contracting Officer Representatives (CORs), technical points of contact, or the resource manager when acceptance signatures on receiving reports or Standard Form 1449 are required. On average, 25 signatures are required per month.

  • To ensure accuracy of fiscal information generated by transactions processed by the branch, the Government shall provide to the contractor transactional reports to review and identify any potential discrepancies in information recorded. When necessary, the contractor shall research and obtain necessary supporting documentation to rectify discrepancies noted. Quarterly, the contractor shall submit an Excel report to the APC detailing the findings.

Administrative Duties.


  • The contractor shall construct file folders, to include printing copies of required contents, and shall label and tab folders in accordance with NAVSUPINST 4200 (series) and Desk Guide 5.11. The contractor shall follow the established file format to ensure the proper records management and accountability of documents for JTF-RH and USINDOPACOM Operations.

  • Following the established file plan, the contractor shall prepare an estimated 20 new file folders or binders for new contract actions or fiscal year documents.

ADDITIONAL REQUIREMENTS FOR THE POSITION:

Education: a Bachelor's Degree or at least 4 years of experience with a military financial/GPC program.

Experience:

  • Experience with the Government Purchase Card Program and Navy Financial Systems
  • Mathematical skills; ability to add, subtract, multiply, divide.
  • Ability to type 40 words per minute.
  • Ability to understand contract details, funding transactions, and payment discrepancies related to business operations transactions and records.
  • Experience with Microsoft Word, Excel, PowerPoint, and Access.
  • Experience applying accounting and financial practices to reconcile accounts and resolve outstanding balances, unfilled orders, and accounts payable issues.


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