P-Card Program Coordinator

P-Card Program Coordinator Position Summary The Procurement Specialist serves a critical role in achieving the University’s tripartite mission of teaching, research, and public service. The P‑Card specialist specializes in the P‑Card arena and serves as a coordinator that provides administrative, operational direction, and oversight for UGA’s P‑Card Program. Serves as the first point of contact for P‑Card matters. UGA’s P‑Card program is approved for 868 P‑Cards, each card having a Cardholder, Approver1, Approver2, and occasionally a Reconciler. This position will have or obtain a Georgia Certified Purchasing Card Associate certification (GCPCA) and will renew the certification every five years. Performance of these duties requires knowledge and understanding of State, Regents, and University purchasing policy and procedure, along with the State’s Purchasing Card Program. Minimum Qualifications Bachelor’s degree in a related field or equivalent and 2 years of professional experience. Preferred Qualifications Any additional experience or certifications relevant to the P‑Card program. Knowledge, Skills, Abilities and/or Competencies Excellent communication skills. Enthusiastic engagement in partnering with stakeholders to achieve mutual success. Active thinking, analysis, problem solving, and evaluation to develop and execute plans. Initiative and independent judgment. A high level of commitment to supporting the University community. Physical Demands Sit, bend. Type and communicate via telephone and email. Duties / Responsibilities New P‑Card Requests Administers issuance of new P‑Cards for the University and audits/reviews eligibility of applicants. Collects, reviews, and maintains various forms and agreements. Audits original applications, default allocation information, and related materials for accuracy, communicating with departments or individuals to seek clarification and resolve issues as necessary. Audits prior spend, special approvals, policy compliance for role set up, and ensures that HR has notified that proper background and credit checks are completed. Sets up new users in Bank’s software program. Maintains record retention standards for all P‑Card related paperwork. P‑Card Change Requests Reviews and administers requested changes for all P‑Card roles, single transaction limits, monthly credit limits, temporary limit increase, role changes, name changes, special approvals, and default speed types. Audits requests for compliance with policy. Audits all roles for proper documentation, education, and obtains proper approvals. Prepares additional forms for review and final approval by DOAS and OPB when necessary. Renewals Maintains a spreadsheet to track and alert cardholders of pending renewals. Contacts Cardholders 60 and 30 days prior to expiration with email explaining renewal process and providing renewal form. Collects all necessary documentation required by policy for renewal, including HR notification of clear background and credit check, renewal form with proper signatures, and approval from the P‑Card Administrator and the CFO. Inactivates the card in Bank’s system if expired prematurely and reactivates upon completion of all steps, conducting follow‑up as necessary. Customer Service Researches and answers inquiries from campus, vendors, State Purchasing, management, etc. concerning various P‑Card‑related matters. Answers questions on allowable and unallowable purchases, role set up, eligibility requirements, reconciliation, emergency purchases, split purchases, potential violations, and more. Additional Duties Ensures P‑Card transactions involving physical labor over $2,499 have required e‑verify documentation and records these for the annual report. Reviews the EITS daily report to ascertain if access to systems needs to be altered or revoked. Tracks types and number of non‑compliant transactions. Writes and issues violation notices to cardholders and their respective roles. Discusses the need for possible card suspension with administrative superiors and takes action as directed. Assists with completion of the annual P‑Card audit required by DOAS. Serves as backup for review of payment requests during periods of absence of the primary duty holder. Training Trains all roles in the P‑Card program in proper P‑Card use including policy and procedure, role responsibilities, pre‑approval process, transaction handling, allocation and reconciliation in Bank’s software program, collection and retention of adequate documentation, and monthly reconciliation of the bank statement. Conducts monthly group initial training and one‑on‑one training as needed (in person or via internet). Advises individuals of required completion of annual refresher training, monitors for compliance, and takes action within the bank’s system to inactivate cards for those cardholders who have roles that are non‑compliant with completing refresher training. Drafts training materials, updates and revises them to reflect changes in policy and procedure, and presents them for managerial approval. Credit and P‑Card Policy Be advised a credit check will be required for all positions with financial responsibilities. Background Investigation Policy Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating eligibility for employment with the University of Georgia, confirmation of the credentials and employment history reflected in your application materials, and, if applicable, a satisfactory credit check. Subject to a pre‑employment drug test for positions with high‑risk responsibilities. Contact Information Recruitment Contact Name : Dawn Cowart Recruitment Contact Email : View email address on click.appcast.io EEO Policy Statement The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (View email address on click.appcast.io). #J-18808-Ljbffr