P-Card Administrator

Job Description

Job Description

The position is located in Sells, AZ

Position Summary:

Under direct supervision of the Treasurer, P-Card Administrator is responsible for the day-to-day administration of the P- Card program, serving as the central point of contact for cardholders, card approving managers, and with the card issuing bank. Responsible for deposit application systems related to electronic payments, i.e., online banking, debit cards, wire transfers, ACH (Automated Clearing House) transactions, credit cards, and Treasury Management services.

The work is normally reviewed upon completion to ensure compliance with general organization/department goals, policies and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determination of work priorities, and the planning and coordination of projects.

Essential Duties and Responsibilities:

• Supervises and serves as the main point of contact for the procurement card program for cardholders, approving managers including tribal, grants and healthcare administration, internal auditors, Accounting Department personnel, and the issuing bank.
• Provide support in all efforts to simplify, enhance, and support the customer experience.
• Ensures adherence to internal controls and policy and procedures, the position performs all functions of card administration such as establishing new cardholders, closing existing cards, maintaining or revising card spending limits, training, and other card controls.
• Provides the technical support of extracting the monthly card transactions from the Bank system into audit program, and into the financial system.
• Performs a review of all expenditures for compliance to internal policies and assists Grants and Contract office with federal grant expenditure compliance.
• Produces and reviews various reports for detecting fraudulent charges and exercises good judgment when reviewing supporting documentation.
• Assist Accounting Department with reconciliation of the Bank system to financial system and researches and resolves any discrepancies.
• Responsible for all supporting documents (i.e. card applications, card maintenance forms, cardholder's monthly statements and receipts etc.) and the scanning of the documents into document imaging system.
• In the event of an audit, the P-Card Administrator may be required to obtain all records requested by auditors.
• Makes recommendations to management for program improvements and efficiencies.
• Provides weekly status updates on issues and research to management to further the departments productivity and education.
• Process and provide operational support for daily electronic transactions and products including debit cards, credit cards, ACH and internet banking including customer set-up.
• Review daily reports and general ledger account reconciliations. Make correction/ adjustment entries as appropriate.
• Identify and suggest process improvements for daily tasks and department functions.
• Reviews internal controls and ensures compliance, based on set standards.
• Maintains accounting controls by preparing and recommending policies and procedures.
• Compiles, prepares and presents p-card related data for audits.
• Performs other job related duties as assigned and contributes to a team effort

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of standard principles, theory, and practices of accounting.
• Knowledge of new and emerging digital payment capabilities.
• Knowledge of the electronic banking and payment area of a financial institution.
• General knowledge of ACH and Wire functions, as well as positive pay.
• Expert knowledge of various federal regulations including Bank Secrecy Act, Community Reinvestment Act, Right to Financial Privacy Act, Gramm-Leach-Bliley Act, Regulation E (Electronic Fund Transfer Act) and US PATRIOT Act.
• Skill in analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Skill in providing superior customer service to external and internal customers.
• Skill in preparing, reviewing, and analyzing operational and financial reports.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to research and interpret applicable federal, state, county and local laws, regulations, and requirements.
• Ability to proficiently operate various word-processing, spreadsheets, database, and flow- charting software programs.
• Ability to work independently and meet strict time lines.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently, effectively, and tactfully both verbally and in writing.
• Ability to exercise independent judgment.
• Ability to maintain privileged confidential information.

Minimum Qualifications:

• Bachelor's Degree in Business, Accounting or closely related field, and two years' of work experience in preparing, analyzing, reconciling and summarizing financial transactions. Working in the electronic banking and payments area of a financial institution preferred, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.
• One-year Supervisory experience.

Licenses, Certifications, Special Requirements:

• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.

Physical Demands:

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must frequently lift and/or move up to 25 pounds.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.