Purchasing Card Administrator (Hybrid)

About the position

Manages Macalester College's purchasing card (Pcard*) program to optimize annual revenue share through responsible card use, effective training, adequate controls, and quality service delivery. Workflow management is vital to complete payment processing, data mining, trend analysis and related accounting functions on an established schedule while maintaining the Pcard user system and providing excellent customer service. This position is full-time with a hybrid onsite/work from home schedule and daily business hours of approximately 8:00am-4:30pm.

Responsibilities

• Orders new and replacement Pcards
• Maintains user database and trains Pcard holders, reconcilers, and approvers
• Monitors new Pcard users for compliance with College policies and practices, e.g., receipt retention, reconciling statements, personal use of Pcard, etc.
• Manages accounting functions (via Basic-Intermediate Excel functions, Google Sheets, Banner ERP, and Wells Fargo commercial banking system), including data scrub and preparation of monthly transaction file from third party service provider to internal accounting system
• Preparation of journal entries for Pcard general ledger account activity
• General ledger account reconciliations
• Monitors user compliance with established timeline for cardholder reconciliation and approval, and data mining to track certain expenses
• Executes changes to limits, authorizations, terminations, etc.
• Tracks Pcard charges vs. product/service delivery dates to ensure charges are applied to the correct fiscal year
• Prepares and submits journal entries at fiscal year-end to record proper allocation
• Revises practices, as needed, to realize greater efficiency and/or effectiveness
• Coordinates with the Pcard program's third-party service provider, as needed, to minimize fraud and optimize program effectiveness
• Conducts monthly audit of Pcard transactions/receipts
• Reconciles declining balance cards
• Processes vendor payments via Pcards
• Supports campus constituents to ensure reliable information flow and effective service delivery
• Coordinates with Pcard service provider, vendors, and other external parties to resolve questions and provide requested information
• Collaborates with Business Services colleagues and campus constituents to facilitate quality service delivery
• Serves as primary backup to the Payables Specialist for entering invoices, processing W-9s and new vendors, and other duties
• Serves as primary back-up to the Purchasing & AP Manager for processing the 'check run,' which issues payments to employees and vendors via refund, check, or ACH
• Completes other responsibilities as assigned
• Participates as an active member of the team
• Participates in department and college activities and supports implementation of shared goals and initiatives
• Provides backup support to other members of the team

Requirements

• Associate's Degree required
• Pcard administrator or accounts payable experience in a comparably sized organization for 4+ years may substitute for some above education
• 1-3 years of purchasing card administration or account payable experience
• Demonstrated understanding of: 3rd party purchasing card provider system; Banner ERP or related software; spreadsheet and word processing applications (Excel and Google Sheets at a Basic-Intermediate Level); collaborative tools, e.g. Google software
• Demonstrated understanding of sound business principles and basic accounting
• Certified Purchasing Card Professional (CPCP) credential is preferred, but not required
• Experience working in higher education is highly preferred but not required
• Demonstrated experience and enthusiasm for general customer service and user support
• Demonstrated knowledge in best practices and regulatory requirements for purchase card programs
• Proficiency in basic data mining and trend analysis to monitor appropriate purchasing card use
• Experience with workflow management to complete purchasing card and payment data processing on an established schedule

Nice-to-haves

• Certified Purchasing Card Professional (CPCP) credential
• Experience working in higher education

Benefits

• 10% employer contributions to the retirement plan
• Outstanding vacation and sick time packages, plus an additional 10 holidays
• Generous employer contribution to Health Savings Account
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan
• Access to the athletics fitness facility, wellness coaching, and activities