Minimum Salary:  $48,166/Days: 226

 

Primary Purpose:

Responsible for managing and coordinating all aspects of the District's purchasing card (P-Card) program and travel operations. Process travel requisitions and reconciliations, ensuring compliance with travel policies, and overseeing the P-Card program to ensure proper usage, documentation, and reconciliation. Serve as the primary point of contact for all travel and P-Card related inquiries and support.

 

Qualifications:

Education/Certification:

High school diploma or GED

Experience in managing corporate or organizational

P-Card and travel programs preferred

TASBO certification preferred

 

Special Knowledge/Skills:

• Exceptional customer service skills
• Effective communication, organizational and interpersonal skills
• Attention to detail and strong problem-solving abilities
• Knowledge of generally accepted accounting principles, procedures and operations as it relates to Accounts Payable
• Knowledge of purchasing procedures and invoice processing
• Proficient skills in keyboarding and file maintenance
• Ability to research and interpret data
• Ability to work with numbers in an accurate and rapid manner
• Ability to use personal computer and software to create spreadsheets, databases, and word processing
• Ability to browse and use web-based internet applications (electronic banking software, online travel systems, file reports, etc.)
• Ability to deal effectively with vendor representatives
• Experience with financial ERP systems

Experience:

Two (2) years of clerical, accounting and/or purchasing experience, preferably in a public education environment.

 

Major Responsibilities and Duties:

Purchasing

1.     Maintain accurate records of all P-Card and travel-related transactions.

2.     Responsible for thorough review of both employee and student travel transactions, ensuring that all disbursements comply with District policy and guidelines as well as facilitating resolution of instances of non-compliance.

3.     Generate and review reports for District leadership regarding P-Card usage, travel expenses, and compliance.

4.     Serve as an expert resource for District personnel regarding travel policies/procedures and related accounting processes.

5.     Assist in with travel arrangements for District personnel; collection of travel reconciliation forms and supporting backup and approval of travel requisitions.

6.     Management of the District’s procurement card program, activation, monthly reports, and verification of backup documentation and account coding ensures all accounts are current and up to date.

7.     Monitor P-Card usage to identify and resolve discrepancies or potential misuse.

8.     Review, approve and process all District credit card requisitions, ensuring proper documentation for purchases.

9.     Perform complex reconciliations of transactions and balances to confirm accounting is correct and complete.

10.   Provide training and assistance to District personnel concerning all travel, retail and credit card processes and use of the District’s finance system.

11.   Assist with writing of policies and procedures as it relates to purchasing, travel and P-card processes.

12.   Assist Purchasing staff in the preparation of requisitions, approval and distribution of purchase orders to campuses and departments.

13.   Troubleshoot issues/errors related to account coding to help ensure proper usage

14.   Perform duties in compliance with District policies, state, and federal regulations.

 

Data Entry

15.   Input data in computer utilizing District software.

 

Other

16.   Demonstrate customer care principles while engaging with all levels of internal and external stakeholders, including colleagues, customers, clients, vendors, and partners.

17.   Ensure positive, professional, and effective communication with all individuals and groups, fostering an environment of respect, understanding, and collaboration.

18.   Maintain confidentiality of information.

19.   Conducts oneself in a professional and ethical manner.

20.   Receive incoming calls, answer questions, and direct calls to the proper party.

21.   Keep informed of and comply with state and District policies and regulations concerning primary job functions.

22.   Perform any other duties as assigned by the Director of Purchasing.

 

Supervisory Responsibilities:

None.

 

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals. Potential use of warehouse equipment.

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light to moderate lifting and carrying.

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress