P-Card Specialist

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

Job summary

Chapman University is seeking a P-Card Specialist to administer the university's Procurement Card program and support accounts payable operations on campus in Orange, CA. You will review cardholder data, reconcile expenses in Concur, and ensure compliance with policies and tax requirements.

Key responsibilities include training card users, maintaining records, processing applications, and assisting with vendor data and year-end reporting. This is a full-time, on-campus role on the Chapman campus.

Qualifications

• Knowledge of accounts payable policies, procedures, and controls.
• Strong organizational, planning, and analytical skills with attention to detail.
• Experience in administering and supporting a procurement card (PCard) program and familiarity with tax reporting requirements.
• Experience in accounts payable with a customer-service focus; strong written and verbal communication.
• Experience with automated financial systems including PeopleSoft and Concur is preferred.

Responsibilities

• Serve as the primary contact for PCard inquiries and policies.
• Review and process PCard applications, training, and account maintenance.
• Provide customer support to cardholders and authorized users.
• Maintain accurate cardholder and user records for audits.
• Reconcile monthly PCard transactions in the expense system (Concur).
• Audit PCard transactions to ensure policy compliance and internal controls.
• Manage the Supplier 360 mailbox and respond to supplier inquiries promptly.
• Update vendor records in PeopleSoft and correct incomplete data.
• Assist with accounts payable reconciliations and queries for surveys or audits.
• Prepare journal entries to support financial reporting and compliance.

Skills

AP knowledge

Analytical thinking

Customer service

Attention to detail

Tools

PeopleSoft Financials

Concur

Excel

Office 365

Job description

Posting Details

Position Information

Position Title

P-Card Specialist

Position Type

Regular

Job Number

SA92324

Full or Part Time

full-time 40 hours weekly

Fair Labor Standards Act Classification

Non-Exempt

Anticipated Pay Range

$27.00 - $30.00

Pay Range Information

Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Job Description Summary

Under the general supervision of the PCard and Travel & ExpenseManager, the AP PCard Specialist is responsible for administeringthe University’s Procurement Card (PCard) Program. This positionreviews centralized general ledger activity, including accruals,deferrals, and reclassifications, and provides support fordepartmental budget activity reviews. The AP PCard Specialist analyzes spending and operational trends toidentify opportunities for increased efficiency, cost savings, andprocess automation. The incumbent ensures compliance with ChapmanUniversity fiscal policies and procedures, as well as applicablestate and federal regulations and guidelines. This role serves as akey resource in promoting financial accountability, operationaleffectiveness, and adherence to procurement and expense managementstandards.

Responsibilities

Responsible for the daily management, administration, customersupport, continuous improvement, compliance, and organizationaleffectiveness of the Procurement Card (PCard) Program.

• Serve as the primary point of contact for cardholders,authorized users, departmental administrators, and the issuingfinancial institution (Bank of America) regarding PCard inquiries,policies, and procedures.
• Review and process Procurement Card applications, includingcardholder training, card issuance, account maintenance, monitoringaccount activity, renewals, and account deactivation orclosure.
• Provide customer support and guidance to cardholders andauthorized users, resolving issues or escalating concerns asappropriate.
• Maintain accurate and up-to-date cardholders and authorizeduser records.
• Reconcile monthly Procurement Card transactions and statementswithin the Concur expense management system, ensuring accuracy andtimely completion.
• Conduct audits of Procurement Card transactions and supportingdocumentation to ensure compliance with established policies,procedures, and internal controls.

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

• Review and maintain supplier records in PeopleSoft, ensuringcompliance with established procedures.
• Research and correct incomplete vendor data, including contact,remittance, banking and email information.
• Verify and maintain required vendor documentation, including W8and W9 forms.

Analyze and reconcile accounts payable transactions to ensureaccuracy 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 taxaccruals.
• Assist with supplier analysis to support year-end 1099reporting and compliance.
• Prepare, review, and submit journal entries to ensure accuratefinancial reporting.
• Take appropriate follow-up actions as required by establishedpolicies, procedures and Federal or State regulations

Responsible for developing and maintaining effective workingrelationships with representatives at all levels within ChapmanUniversity, its auxiliary organizations, and applicable state andfederal 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 ofPCard training workshops for the campus community.
• Provide clear and accurate verbal and written guidanceregarding policies, procedures, and processes to faculty, staff,students, and external partners.
• Respond to and resolve email inquiries, and service requests ina timely and professional manner.

Participate in the development, implementation, improvement ofdepartmental processes, procedures, and system enhancements. Reviewand recommend updates to internal policies and procedures to ensurecompliance with Chapman University, State, and Federal regulationsand requirements.

• Coordinate and execute testing activities for softwareupgrades, system enhancements, and new releases within assign areasof responsibility, ensuring timely completion and readiness forproduction deployment.
• Identify, document, and report system defects, issues, orprocess concerns discovered during testing, and collaborate withstakeholders to support resolution prior to implementation.

Required Qualifications

• Demonstrates knowledge of accounts payable policies,procedures, and controls related to the disbursement of funds forthe procurement of goods and services. Strong organizational,planning, and analytical skills with exceptional attention todetail and the ability to effectively manage multiple prioritieswhile meeting deadlines. Experience administering and supporting aprocurement card (PCard) program and knowledge of federal and statetax reporting requirements are preferred. Proven ability to producehigh-volume, accurate work with minimal errors while maintainingstrict confidentiality and ensuring compliance with establishedpolicies and procedures.
• Demonstrates experience in an accounts payable environment witha strong customer service focus. Excellent interpersonal, written,and verbal communication skills are required. Experience withbanking practices and processes is preferred.
• Experience using automated, multi-screen, online financialsystems, including system testing, troubleshooting, and problemresolution. Experience with PeopleSoft Financials/Accounts Payable9.2 or higher is preferred. Demonstrates proficiency in Microsoft365 applications, including Excel, Outlook, Word, Teams, andOneDrive. Experience in using Concur Travel & ExpenseManagement software is preferred.
• Proven ability to independently research, evaluate, and resolveproblems using sound judgment and critical thinking. Knowledge ofand experience interpreting complex state and federal tax reportingrequirements related to procurement transactions and theacquisition of goods and services.
• Demonstrates strong interpersonal skills and the ability toestablish and maintain effective working relationships withculturally diverse individuals and groups.

Desired Qualifications

• Possesses a strong working knowledge of accounting analysisrelated to the daily operations of accounts payable. Experiencepreparing reconciliations, researching and resolving discrepancies,and ensuring accurate financial reporting through exceptionalattention to detail and analytical skills.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community.

Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law.

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

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