We are looking for an Administrator for the college's Procurement Card program who advance the institution’s proud tradition of excellence in academics, student life and community service.  Come be a part of the Mosaic of HCC.

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.

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 

• 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