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, Approver 1, Approver 2, 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.

Bachelor’s degree in a related field or equivalent and 2 years of professional experience.

Any additional experience or certifications relevant to the P‑Card program.

• 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.

• Sit, bend.
• Type and communicate via telephone and email.

• 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.

• 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.

• 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.

• 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.

• 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…