4815 Procurement Card Coordinator

IMMEDIATE SUPERVISOR Director of Procurement Services

MAJOR ADMINISTRATOR Director of Accounting and Budgeting

GENERAL FUNCTION

The primary job duty of the Procurement Card Coordinator is the management of the University’s procurement card program. The Procurement Card Coordinator facilitates expansion of the program by providing information to the departments and potential cardholders about its uses and ensures that procurement cards are used appropriately and within guidelines of the program by providing training and ongoing support to cardholders and departmental procurement card coordinators. The Procurement Card Coordinator assures compliance with regulatory guidelines, accepted procurement principles, and University and/or Board of Governors policies, minimizes the potential for misuse, and assures proper departmental recordkeeping by developing and implementing auditing processes.  The Procurement Card Coordinator assures proper processing of payments to the procurement card contractor by providing guidance to Accounts Payable staff and assures the delivery of services as contracted by addressing and resolving problems with services and processing with the procurement card contractor.  Duties may include performance of written, fax, and/or telephone bidding. The Procurement Card Coordinator exercises initiative and independent judgment in managing daily activities, and discretion in the providing of information to the campus and business community.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A bachelor’s degree is required; a major in business administration or a related field is preferred.

Experience: One year of management, training, procurement, accounting, or related business experience is required; experience in procurement and/or in the administration of a procurement card program is preferred. 

Skills: Effective verbal and written communication skills are required. Interpersonal and customer services skills are required. Effective organizational and administrative skills are required. Skills in the use of personal computers including proficiency in Microsoft Word and Excel are required. The ability to operate a ten-key calculator, electronic photocopier, and other standard office machines, maintain complex filing systems and records, and make mathematical calculations are required. Supervisory skills and the ability to train and/or review the work of others are required. Must have the ability to learn new skills and processes and be able to implement new programs and processes, as required.

Effort: The position is primarily sedentary; however, may require occasional lifting and carrying of materials and equipment weighing up to twenty-five pounds, reaching heights up to eight feet by climbing a ladder or stool, and bending or crouching to reach materials or equipment stored on lower shelves or in lower cabinets/desk drawers. This position requires keyboarding on a daily basis, which may be extensive at times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages the University’s procurement card program by training and communicating with department coordinators, the procurement card contractor, and accounts payable, reviewing and approving cardholder action requests, monitoring compliance with University and program policies, auditing spending, records compliance, and related account information, maintaining program files, providing timely and accurate management reports on the procurement card program, and facilitating open communication among departments and the procurement card contractor. 

2. Reviews and evaluates procurement card usage and develops recommendations and initiates University contracts as warranted by card usage. 

3. Investigates procurement card compliance issues by following up on unusual card activities.

4. Balances purchasing efficiency while managing risk by working with deans and directors to determine and implement the appropriate number and distribution of procurement cards.

5. Develops program reports to assist with program oversight.

6. Assures compliance with procurement card policies and procedures within a proper internal control framework and recommends policy and procedure updates as the program expands.

7. Ensures the prompt and effective delivery of essential goods and services to the University's administrative and academic departments with a minimum time lag by performing analyses and determining which method of procurement (e.g., request for quotation, request for proposal, single feasible source, emergency, procurement card) is appropriate and complies with regulatory guidelines, University and/or Board of Governors policies, and accepted procurement principles.

8. Consults with administrators and staff about their needs and desired purchases and assists in locating and identifying items and services being sought by preparing requests for quotations, requests for proposals, and purchase orders, expediting the ordering and delivery process for goods or services, and completing the appropriate processing action for assigned requisitions by following existing regulations and laws.

9. Serves as a liaison between University departments and vendors by resolving differences regarding the purchase of goods and services and determining the acceptability of goods and services in coordination with the ordering department or unit. 

10. Protects the interests of the University regarding procurement card purchases by serving as a representative for the University in discussions between vendors or the procurement card contractor and University departments on procurement issues, shipping, receiving, invoicing, and all other areas of responsibility.

11. Ensures the proper and timely payment of charges for goods and services purchased through the Procurement Card program by monitoring the invoice payment process.

12. Expands the range and improves the quality of procurement services to the University's departments, thus improving customer satisfaction by providing input regarding the design and/or selection of automation systems and being proactive in seeking the use of information technologies to automate and expedite the procurement process.

13. Assists in the development of a competent, productive and effective departmental staff by participating in the interview process for applicants and making recommendations regarding hiring decisions, training staff members involved in procurement operations, assigning work responsibilities to departmental staff, supervising staff engaged in procurement functions, and providing input regarding performances.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and courses and/or training sessions as directed by the Director of Procurement Services, or required by the University.

15. Contributes to the overall success of the division of Financial Services by performing all other duties and responsibilities as assigned, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, and providing excellent customer service.

The Procurement Card Coordinator is supervised by the Director of Procurement Services and may assign and monitor the work of full or part-time staff.

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.