Procurement Card Suite Administrator

4 weeks ago

Cleveland, United States Case Western Reserve University Full time

Apply for Job Job ID 12695 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Add to Favorite Jobs Email this Job 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

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