P-Card Specialist

Chapman University; Irvine (CA); On-site; USD 37,000 - 41,000; Full time

Job summary

Chapman University is seeking a PCard Specialist to administer the University’s Procurement Card program on campus, supporting cardholders and departmental users daily. Under the PCard and Travel & Expense Manager, you will review approvals, reconcile transactions in Concur, maintain vendor data in PeopleSoft, and ensure compliance with fiscal policies and applicable regulations.

This role emphasizes process improvement, accurate reporting, and collaboration with accounts payable, procurement,

Qualifications

• Experience administering a procurement card (PCard) program and knowledge of federal and state tax reporting requirements.
• Strong organizational and analytical skills with attention to detail and ability to manage multiple priorities.
• Experience with automated financial systems, including PeopleSoft Financials/Accounts Payable 9.2 or higher.
• Proven ability to work with vendors, cardholders, and campus partners while maintaining confidentiality.

Responsibilities

• Manage daily administration and ongoing operation of the Procurement Card (PCard) program.
• Review PCard applications, provide training, issuance, maintenance, renewals, and closures.
• Reconcile monthly PCard transactions and statements in Concur.
• Maintain accurate vendor and cardholder records in PeopleSoft.
• Assist with accounts payable activities, including journal entries and tax reporting considerations.
• Ensure compliance with Chapman University policies and applicable regulations.

Skills

Accounts payable

Organizational skills

Analytical skills

PCard program experience

Customer service

Tax reporting knowledge

Policy compliance

Communication skills

Tools

PeopleSoft AP 9.2

Concur

Excel

Outlook

Word

Teams

OneDrive

Job description

Please see Special Instructions for more details.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Position Information

Position Title

Position Title P-Card Specialist

Position Type

Regular

Job Number

SA92324

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$27.00 - $30.00

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Under the general supervision of the PCard and Travel & Expense Manager, the AP PCard Specialist is responsible for administering the University’s Procurement Card (PCard) Program. This position reviews centralized general ledger activity, including accruals, deferrals, and reclassifications, and provides support for departmental budget activity reviews.

The AP PCard Specialist analyzes spending and operational trends to identify opportunities for increased efficiency, cost savings, and process automation. The incumbent ensures compliance with Chapman University fiscal policies and procedures, as well as applicable state and federal regulations and guidelines. This role serves as a key resource in promoting financial accountability, operational effectiveness, and adherence to procurement and expense management standards.

Responsibilities

Responsible for the daily management, administration, customer support, continuous improvement, compliance, and organizational effectiveness of the Procurement Card (PCard) Program.

• Serve as the primary point of contact for cardholders, authorized users, departmental administrators, and the issuing financial institution (Bank of America) regarding PCard inquiries, policies, and procedures.
• Review and process Procurement Card applications, including cardholder training, card issuance, account maintenance, monitoring account activity, renewals, and account deactivation or closure.
• Provide customer support and guidance to cardholders and authorized users, resolving issues or escalating concerns as appropriate.
• Maintain accurate and up-to-date cardholders and authorized user records.
• Reconcile monthly Procurement Card transactions and statements within the Concur expense management system, ensuring accuracy and timely completion.
• Conduct audits of Procurement Card transactions and supporting documentation to ensure compliance with established policies, procedures, and internal controls.

Administer the Supplier 360 mailbox to ensure timely processing of supplier requests, resolution of issues, and prompt responses to colleague inquiries.

• Review and maintain supplier records in PeopleSoft, ensuring compliance with established procedures.
• Research and correct incomplete vendor data, including contact, remittance, banking and email information.
• Verify and maintain required vendor documentation, including W8 and W9 forms.

Analyze and reconcile accounts payable transactions to ensure accuracy and compliance. Assist in preparing responses to surveys, audit inquiries, and public information requests.

• Assist with the Travel, Procurement Card advance accounts.
• Review PCard activity to identify and support sales and use tax accruals.
• Assist with supplier analysis to support year-end 1099 reporting and compliance.
• Prepare, review, and submit journal entries to ensure accurate financial reporting.
• Take appropriate follow-up actions as required by established policies, procedures and Federal or State regulations

Responsible for developing and maintaining effective working relationships with representatives at all levels within Chapman University, its auxiliary organizations, and applicable state and federal agencies to support daily Accounts Payable operations. Provides guidance on policies and procedures, delivers training, and serves as a resource to the campus community.

• Assist with the development, coordination, and presentation of PCard training workshops for the campus community.
• Provide clear and accurate verbal and written guidance regarding policies, procedures, and processes to faculty, staff, students, and external partners.
• Respond to and resolve email inquiries, and service requests in a timely and professional manner.

Participate in the development, implementation, improvement of departmental processes, procedures, and system enhancements. Review and recommend updates to internal policies and procedures to ensure compliance with Chapman University, State, and Federal regulations and requirements.

• Coordinate and execute testing activities for software upgrades, system enhancements, and new releases within assign areas of responsibility, ensuring timely completion and readiness for production deployment.
• Identify, document, and report system defects, issues, or process concerns discovered during testing, and collaborate with stakeholders to support resolution prior to implementation.

Required Qualifications

• Demonstrates knowledge of accounts payable policies, procedures, and controls related to the disbursement of funds for the procurement of goods and services. Strong organizational, planning, and analytical skills with exceptional attention to detail and the ability to effectively manage multiple priorities while meeting deadlines. Experience administering and supporting a procurement card (PCard) program and knowledge of federal and state tax reporting requirements are preferred. Proven ability to produce high-volume, accurate work with minimal errors while maintaining strict confidentiality and ensuring compliance with established policies and procedures.
• Demonstrates experience in an accounts payable environment with a strong customer service focus. Excellent interpersonal, written, and verbal communication skills are required. Experience with banking practices and processes is preferred.
• Experience using automated, multi-screen, online financial systems, including system testing, troubleshooting, and problem resolution. Experience with PeopleSoft Financials/Accounts Payable 9.2 or higher is preferred. Demonstrates proficiency in Microsoft 365 applications, including Excel, Outlook, Word, Teams, and OneDrive. Experience in using Concur Travel & Expense Management software is preferred.
• Proven ability to independently research, evaluate, and resolve problems using sound judgment and critical thinking. Knowledge of and experience interpreting complex state and federal tax reporting requirements related to procurement transactions and the acquisition of goods and services.
• Demonstrates strong interpersonal skills and the ability to establish and maintain effective working relationships with culturally diverse individuals and groups.

Desired Qualifications

• Possesses a strong working knowledge of accounting analysis related to the daily operations of accounts payable. Experience preparing reconciliations, researching and resolving discrepancies, and ensuring accurate financial reporting through exceptional attention to detail and analytical skills.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter

Optional Documents

MAIN CAMPUS
One University Drive
Orange, CA 92866
[phone]

RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618

© 2019 CHAPMAN UNIVERSITY

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.