Code
0207
PCLS
C4023
Pay Grade
113
Exempt
No
ORP
No
EEO Code
4
Title
Purchasing Procurement Card Administrator
Description

Act as Program Administrator for the university Procurement Card Program.  Responsibilities include auditing of cardholder transactions, training new & existing cardholders, preparing monthly data uploads and audit reports, issuing and cancelling cards, communicating with cardholders, and maintaining current procurement card guidelines.  Ensures financial system is updated daily and at the end of billing cycles.  Ensures compliance and maintains recordkeeping associated with procurement cards. Performs data entry into expense management portal.  Runs compliance reports. Assists the department and university in achieving HUB goals.  Work is performed with considerable independence and offers wide latitude for exercise of initiative and independent judgment, within the framework of State of Texas purchasing rules and regulations and university fiscal policies and procedures. Performs responsible clerical and specialized duties required to assist the Director and the department.  Reports to the Director of Purchasing and Contract Management.

Examples

Manages the procurement card website with ordering, canceling, and changing limits.  Sets up new accounts and assists cardholders with their cards.  Trains university staff on procurement card procedures. Retrains cardholders for misuse.  Manages the online training modules and maintains the list of cardholders.  Updates and edits training guide. Receives and audits transactions submitted with procurement card receipt envelopes. Enters data into bank software and prepares for end of month reports to be submitted to the Business Office. Prepares separate reports for further auditing and review monthly.  Prepares the departmental newsletter quarterly.  Serves as back up for accounts payable when needed.  May assist with commodity issues in warehouse one or more hours each day or as needed. Performs other duties as assigned.

Physical Condition

Sufficient dexterity, agility, and physical condition to perform routine office tasks.  Light lifting may be required (file boxes). The employee may be required to travel.

Experience

Three or more years of responsible clerical experience.  Experience with a state agency, college, or university preferred. Experience in purchasing, accounting, or recordkeeping preferred.

Knowledge

Knowledge of accounting principles and practices. Knowledge of purchasing methods and procedures for a Texas State agency preferred. Must know or be able to quickly learn State of Texas purchasing laws, rules and regulations and university purchasing procedures. Must be skilled in the use of personal computers, including Microsoft applications (Access, Excel, Word, etc.).   Must be able to analyze, organize, and prioritize work while meeting multiple deadlines. Must become familiar with current university operating policy and demonstrate attention to detail.

Education

Bachelor's degree in Business/Accounting preferred. High school graduation with equivalent years of relevant experience may be substituted.

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. Ability to establish and maintain effective working relationships. Must be able to plan and manage tasks independently, organize and perform detailed work with speed and accuracy, understand and follow complex detailed instructions, process work in a neat, systematic, and legible manner, and make independent decisions by applying proper policies and procedures. *Regular reliable attendance is required. *This position is designated as security sensitive (mod) and requires a criminal background check.

Standard Requirements

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.

Last Updated 04-27-2022