Purchasing Card Support Specialist (community Members Eligible For Underfill)

Definition

Definition : Under general supervision of the Finance Department Purchasing Manager, the Purchase Card Support Specialist is responsible for the, administration, support, improvement, and enforcement of the Purchase Card Program. This job class is treated as FLSA Non-Exempt

Essential Functions : Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be

Examples of Tasks

1. Program Auditing: Monitors transactions for compliance with policies and procedures.

• Evaluates transactions for appropriate card use by performing ongoing sample audits and identifies real and potential issues. All transaction audits are documented and stored within SharePoint.
• Documents issues regarding compliance and enforcement matters.
• Follow up on issues using various means of communication.
• Sends written warnings to users who have violated policy and suspends or cancels cards as directed.
• Provides a monthly report to the Purchasing Manager documenting compliance issues.

2. Program Customer Support: Receives and distributes new Purchase Cards, explains policies, practices, and procedures at the time of distribution.

• Acts as a point of contact for all program inquiries, problems, and suggestions.
• Interacts with Department representatives who upload receipts, enter account strings and allocate, and sign off for transactions.
• Provides feedback to the Purchasing Manager on improvements.

• Provides all Purchase Card documentation for internal and external audits performed.
• Stores all Purchase Card communications with customers, performed sample audit size files, and all other pertinent Purchase Card data that may be used during an audit of the program.

3. Purchase Card Administration: Manages the issuance, suspension, and cancellation of Purchase Cards.

• Acts as a Program point of contact for cardholders and for the issuing financial institution.
• Receives and distributes new Purchase Cards.
• Utilizes the online banking system to make account changes, updates, cancellations, and to notify the financial institution of any fraudulent activity.
• Maintains the list of proper account strings in the online banking system.
• Controls access to employees for the online banking system.
• Reports lost or stolen Purchase Cards within 24 hours or as required by the financial institution.

4. Program Education and Training: Utilizes policies and procedures for program training and education.

• Provides quality, on-going program education and training using all available methods. Available methods may include written policies and procedures, video trainings, one-on-one trainings, classroom trainings, and remote trainings.
• Ensures training on both policies and procedures of the program as well as training in the online banking system.
• Serves as a subject matter expert to participants, vendors, and the financial institution.

5. Miscellaneous: Performs other job related duties as assigned by the Purchasing Manager, Assistant Finance Director, or Finance Director.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of purchase card programs, policies, practices, and procedures.
• Knowledge of online banking systems that affect purchase card administration.
• Knowledge of industry purchase card best practices.

• Skill with verbal and written communication.
• Skill with Microsoft Office with special emphasis on Outlook, Excel, and SharePoint.
• Skill with PeopleSoft version 8.8 or higher or other equivalent ERP system.
• Skill in developing policies, practices, and procedures for a purchase card program.
• Skill in establishing and maintaining effective working relationships with State and Federal representatives, regulatory agencies, Tribal Officials, Community members, SRPMIC department directors, co-workers, and the public.
• Skill in preparing a variety of computerized purchase card program records and reports.

• Ability to work independently with a high level of initiative.
• Ability to develop and deliver a quality and credible purchase card education and training program.
• Ability to develop clear, concise, and comprehensive statistics and reports.
• Ability to provide superior customer service.
• Ability to provide excellent problem solving and analytical skills.

Minimum Qualifications

• Education and Experience:
• An associate degree from an accredited college or university in business, accounting, or related discipline OR 3 years of purchase card experience or internal audit experience, AND :
• 1 years of successful purchase card program experience or internal audit experience.
• PeopleSoft preferred or equivalent ERP system proficiency required.
• Microsoft Office software experience required with emphasis on Outlook, Excel, and SharePoint at the intermediate to advanced skill level.
• Government experience preferred.
• Membership in National Association of Purchasing Card Professionals (NAPCP) preferred.

• Equivalency:Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

• Underfill Eligibility:An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required:1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Benefits:

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.