Administrator, Procurement Card

Job Summary

Administers the College System's Purchasing Card Program and manages the daily operation of the program. Ensures purchasing card transactions are made according to policy and procedures, local and federal laws, and applicable regulations. Provides training, technical assistance and ongoing support and improvements while implementing best practices.

ESSENTIAL FUNCTIONS

Communicate SAP Concur expense allocation, submission and approval schedule and works with internal partners to ensure knowledge transfer, ongoing maintenance, and program compliance.

Assist with travel requests in a back-up role on an as needed basis. Work closely with College Travel Program team to support improvements in the travel expense process. Work closely with internal SAP Concur team focusing on improvements to the expense process.

Work closely with procurement card provider to identify and resolve issues. Participate in State of Texas program training events sharing improvements to the program as well as identifying and incorporating new best practices. Work with procurement card provider to identify ways to maximize rebate to the College.

Disseminate program reminders to internal partners to ensure processing compliance deadlines are met.

Responsible for auditing the procurement card program to ensure compliance with the established Procurement Card User Guidelines and the record retention process of P-card Transaction Reports.

Develop, maintain and revise the Procurement Card User Guidelines, handbook, related forms and tutorial/training materials. Provide in-person training on a quarterly basis or on request.

Administer the District-wide P-Card Program; including, but not limited to processing applications for new P-cards and Declining Balance Cards, changes of names, existing account strings, card cancellations, district account updates, receive and distribute cards, assist users with disputes and compromised cards, and analyze and monitor program to ensure compliance with Policies and Procedures.

Meet with P-card Provider to review spend data, trends, system concerns, future version updates or new releases.

Collaborate with the Department Director to establish, implement and revise district procedures for the P-Card program, implement and manage the virtual access program.

Communicate mapping reminders, system issues, outages and other pertinent information to users on a regular basis, and report users to P-card Provider and other necessary parties.

Create and run reports on a scheduled basis to monitor spend, trends, possible violations and taxes collected and make recommendations on findings.

Address and respond to internal and external audit questions regarding p-card program.

Assist with Fiscal Year End Closing process.

Conduct interviews with staff to evaluate documents which support P-Card purchases and assess if P-Card reconciliations and reviews are completed as required by P-Card policy.

Work closely with Strategic Sourcing team to identify procurement opportunities in support of p-card program.

Perform other duties, tasks and assignments as required.

QUALIFICATIONS

Education & Experience

• Bachelor's degree in Business, Supply Chain, Procurement or related field required
• High school diploma/GED plus 2 years administering a Procurement Card Program, with preference working in an educational institution, may be considered in lieu of required degree
• 4 years experience administering a Procurement Card Program in an educational institution or governmental agency with related Finance, Budget and Accounting experience required

Licensing & Certification

• Valid Texas Driver License
• Purchasing Card Professional Certification (CPCP) required

*applicants who do not currently have certification will be considered provided they agree to obtain the certification as a condition of their continued employment within 18 months of hire

Special Skills

• MS Office Programs
• Information Management Systems
• Project Management
• Procurement-related State of Texas laws and regulations

Competencies

• Delivering High Quality Work
• Accepting Responsibility
• Serving Customers
• Supporting Organizational Goals
• Driving Continuous Improvement
• Acting with Integrity
• Thinking Critically
• Managing Change

Working Conditions

General office. May frequently be required to walk; stand; sit; use hands to handle or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision and distance vision. Use of personal computing equipment, telephone, multi-functioning printer, photocopier, file cabinets, and calculator. Manual dexterity, ability to lift up to 25 pounds, ability to reach and bend, and use 2-step stool while safely lifting and lowering boxes. Ability to travel to and from meetings, training sessions or other business-related events. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Additional Information

EEO Statement

Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran's status. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Osvaldo Gomez, Director EEO/Compliance, Title IX Coordinator
Office of Equal Opportunity and Title IX

PO Box 667517

Houston TX, 77266

713 718.8271 or hcc.oeotix@hccs.edu

HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages diversity, innovation and creativity, and inclusion.

Individuals with disabilities, who require special accommodations to interview, should contact (713) 718-8565.