Purchase Card (P-Card) Administrator

Key Responsibilities

• Manage the organization’s P-Card program and vendor relationships
• Create and update cardholder profiles, including setting limits and permissions
• Closing cards due to separation or policy violations
• Monitor daily transactions for policy compliance and unusual activity
• Investigate discrepancies or potential misuse
• Maintain audit-ready documentation and support internal/external audit efforts
• Ensuring compliance with organizational policies and reducing fraudulent or improper activity
• Reconciliation & Reporting
• Review monthly card statements and verify proper documentation
• Avoidance of errors in the preparation of financial statements
• Prepare reports on spending trends, compliance metrics, and rebate performance
• Completing monthly reconciliations accurately and on time
• Training & Support
• Provide training and procedural guidance to cardholders and approving officials
• Aid users with system navigation and P-Card processes
• Vendor & Supplier Management
• Resolve disputes with merchants
• Coordinate with banking partners on fraud investigations or lost/stolen cards
• Maximize rebate opportunities and program value

Qualifications

• Typically requires a Bachelor’s degree in Business Administration, Accounting, Finance, Supply Chain Management or a related discipline with a minimum of 6 years of related experience, or Master’s degree in similar disciplines with a minimum of 4 years of related experience; or PhD in similar disciplines with a minimum of 2 years related experience
• 5 or more years of dedicated experience in procurement, accounting, or P-Card administration
• Ability to make decisions pertaining to accounting policies and procedures within established governmental accounting principles and guideline
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned
• Analytical ability to identify trends, detect misuse, and interpret financial data
• Strong proficiency in Microsoft Office (especially Excel) and ERP financial systems
• Excellent written and verbal communication skills
• A high attention to detail and accuracy

Preferred Skills

• Certified Purchasing Card Professional (CPCP) certification
• Experience administering government-funded or federally regulated purchasing card programs
• Experience leading system implementations, process automation initiatives, or program modernization efforts
• Displays organizational and planning skills necessary to handle multiple priorities for the timely completion of work assignments
• Experience interpreting complex state and federal tax reporting requirements associated with the procurement of goods and services