Assistant SPCC & Receiving Program Administrator

Commonwealth of VA Careers; Virginia (MN); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Telework after probation

Job summary

Northern VA Community College is seeking an Assistant SPCC & Receiving Program Administrator to support the college's charge card program and receiving operations. The role includes back-up duties for the SPCC Program Administrator and essential administrative tasks.

This full-time position offers telework eligibility after completing state probation, with duties ranging from policy implementation to data processing and audit support.

Qualifications

• Ability to communicate clearly, both orally and in writing.
• Strong customer service focus with professionalism and urgency.
• Experience planning and delivering trainings to individuals or groups (in person or online).
• Technical ability to learn new software systems quickly.
• Highly organized with capacity to learn multiple processes and procedures.
• Detail-oriented and able to manage docs for audits and reporting.

Responsibilities

• Support the college charge card program operations and policy implementation.
• Provide training and ongoing support to cardholders, supervisors, and staff on SPCC procedures and compliance.
• Perform reconciliation and audit of purchase card activity and related records for accurate reporting.
• Respond to inquiries, troubleshoot card issues, and escalate unresolved matters as needed.
• Process receiving for orders in eVA and ensure timely invoice payments and policy adherence.
• Monitor multiple inboxes, manage correspondence, and assist with preparing docs and reports for tracking and audits.

Skills

Communication

Customer service

Training delivery

Software literacy

Organization

Attention to detail

Teamwork

Tools

MS Office

Excel

Job description

Title: Assistant SPCC & Receiving Program Administrator

Agency: Northern VA Community College

Location: Fairfax County - 059

FLSA: Nonexempt

Hiring Range: $60,000 - $70,000

Full Time or Part Time: Full Time

Job Description:

General Description:

The Assistant Small Purchase Charge Card (SPCC) and Receiving Program Administrator supports the college charge card program and receiving operations. This position will perform essential administrative functions and serves as the back up to the Program Administrator for all SPCC business processes.

*This position is eligible for telework after completion of state one-year probationary period.*

Duties and Tasks:

• The Assistant Program Administrator is responsible for a variety of administrative tasks for the college charge card program supporting program operations, policy implementation, internal controls, reporting, filing and data processing.
• Assist in providing training, guidance, and ongoing support to cardholders, supervisors, and departmental staff on SPCC procedures, allowable expenditures, documentation standards, and risk mitigation practices.
• Perform reconciliation review and audit for purchase card activity and related financial records to identify discrepancies, resolve issues, monitor compliance trends, and support reliable financial reporting .
• Provide customer support to cardholders and departmental staff by responding to inquiries, troubleshooting card issues, and escalating unresolved matters as needed.
• Receive against orders in eVA, following established procedures and protocols to ensure prompt payment of invoices and adherence of procurement policies.
• Monitoring multiple inboxes, processing correspondence, performing backup receiving for campus storekeepers, maintaining records, and assisting with preparing documents and reports for tracking and audits.

Minimum Qualifications:

KSAs:

• Ability to effectively communicate orally and in writing.
• Skilled in the area of customer service with a focus on effectively building and fostering relationships and responding to customer inquiries with a sense of urgency and professionalism.
• Ability to plan and organize trainings to individuals or groups either in person or online.
• Technical skills and ability to learn new software systems quickly and easily.
• Highly organized and ability to learn a variety of new tasks, processes, policies, and procedures.
• Detail-oriented.
• Ability to interact well with others and successfully participate in a strongly team-oriented environment.

Minimum Work Experience:

• Experience in finance or business at a non-profit, for-profit, or institute of higher education.
• Experience in MS Office suite, including Word and creating Excel spreadsheets
• Experience in customer service
• Experience with auditing and compliance control
• Administrative experience
• Previous experience with small purchase charge card programs.

Additional Considerations:

• Experience working in higher education, finance, or administration.
• Experience using Bank of America Works and knowledge of the College’s budgeting and procurement systems (AIS, eVA).
• Previous experience with Accounting