P-Card Specialist

Position Information

Position TitleP-Card Specialist Position Type Regular Job  NumberSA
92324

Full or Part Timefull-time 40 hours weekly

Fair Labor Standard Act Classification Non-Exempt Anticipated Pay Range $27.00 - $30.00

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors.

The anticipated pay range is not a promise of a particular wage.

Under the general supervision of the PCard and Travel & Expense Manager, the AP PCard Specialist is responsible for administering the University’s Procurement Card (PCard) Program. This position reviews centralized general ledger activity, including accruals, deferrals, and reclassifications, and provides support for departmental budget activity reviews.

The AP PCard Specialist analyzes spending and operational trends to identify opportunities for increased efficiency, cost savings, and process automation. The incumbent ensures compliance with Chapman University fiscal policies and procedures, as well as applicable state and federal regulations and guidelines. This role serves as a key resource in promoting financial accountability, operational effectiveness, and adherence to procurement and expense management standards.

Responsible for the daily management, administration, customer support, continuous improvement, compliance, and organizational effectiveness of the Procurement Card (PCard) Program.

• Serve as the primary point of contact for cardholders, authorized users, departmental administrators, and the issuing financial institution (Bank of America) regarding PCard inquiries, policies, and procedures.
• Review and process Procurement Card applications, including cardholder training, card issuance, account maintenance, monitoring account activity, renewals, and account deactivation or closure.
• Provide customer support and guidance to cardholders and authorized users, resolving issues or escalating concerns as appropriate.
• Maintain accurate and up-to-date cardholders and authorized user records.
• Reconcile monthly Procurement Card transactions and statements within the Concur expense management system, ensuring accuracy and timely completion.
• Conduct audits of Procurement Card transactions and supporting documentation to ensure compliance with established policies, procedures, and internal controls.

Administer the Supplier 360 mailbox to ensure timely processing of supplier requests, resolution of issues, and prompt responses to colleague inquiries.

• Review and maintain supplier records in People Soft, ensuring compliance with established procedures.
• Research and correct incomplete vendor data, including contact, remittance, banking and email information.
• Verify and maintain required vendor documentation, including W8 and W9 forms.

Analyze and reconcile accounts payable transactions to ensure accuracy and compliance. Assist in preparing responses to surveys, audit inquiries, and public information requests.

• Assist with the Travel, Procurement Card advance accounts.
• Review PCard activity to identify and support sales and use tax accruals.
• Assist with supplier analysis to support year-end 1099 reporting and compliance.
• Prepare, review, and submit journal entries to ensure accurate financial reporting.
• Take appropriate follow-up actions as required by established policies, procedures and Federal or State regulations

Responsible for developing and maintaining effective working relationships with representatives at all levels within Chapman University, its auxiliary organizations, and applicable state and federal agencies to support daily Accounts Payable operations. Provides guidance on policies and procedures, delivers training, and serves as a resource to the campus community.

• Assist with the development, coordination, and presentation of PCard training workshops for the campus community.
• Provide clear and accurate verbal and written guidance regarding policies, procedures, and processes to faculty, staff, students, and external partners.
• Respond to and resolve email inquiries, and service requests in a…