P-Card Specialist

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

Job summary

Chapman University is seeking an AP PCard Specialist on campus to administer the Procurement Card program, review GL activity, and support departmental budget reviews. The role emphasizes accuracy, compliance with fiscal policies, and cost-saving opportunities.

You will reconcile PCard transactions in Concur, maintain vendor records in PeopleSoft, and assist with AP, travel, and 1099 processes. Strong communication and meticulous problem solving are essential.

Qualifications

• Knowledge of accounts payable policies, procedures, and controls; ability to manage multiple priorities with accuracy and discretion.
• Experience administering a Procurement Card (PCard) program; familiarity with tax reporting requirements (federal/state).
• Experience with automated financial systems and multiple screens; proficiency in PeopleSoft Financials/AP 9.2 and Concur.
• Ability to research, analyze, and resolve problems independently with sound judgment.
• Strong interpersonal skills and experience working with diverse teams and stakeholders.

Responsibilities

• Oversee daily management and administration of the PCard program and serve as primary point of contact for cardholders and BOA.
• Review/process PCard applications, training, issuance, and maintenance; renewals and deactivations.
• Reconcile monthly PCard transactions in Concur; conduct audits and ensure compliance with policies.
• Maintain supplier records in PeopleSoft; verify vendor data and required documentation (W-8/W-9).
• Assist with AP transactions, journal entries, and year-end 1099 processes; support tax accruals.
• Support supplier analysis, travel and expense management, and vendor inquiries; provide training and guidance.

Skills

Accounts payable policies and controls

Customer service

Interpersonal communication

Problem solving

Attention to detail

Confidentiality

Tools

PeopleSoft Financials/Accounts Payable 9.2

Concur Travel & Expense

Microsoft 365 (Excel, Outlook, Word, Teams, OneDrive)

Concur

Job description

Position Information

Position TitleP-Card SpecialistPosition TypeRegularJob NumberSA92324Full or Part Timefull-time 40 hours weeklyFair Labor Standard Act ClassificationNon-ExemptAnticipated Pay Range$27.00 - $30.00Pay 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

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.

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