Project Services Coordinator Accounts Payable

Job Description

Job Description

Project Services Coordinator, Accounts Payable

Please check the complete job description before applying for this role.

Position Summary
The Project Services Coordinator supports the Accounts Payable team with two core functions: administration of state procurement (P-card) accounts and coordination of court-ordered travel arrangements for children in the care of the state. This role requires meticulous attention to detail, strict adherence to state financial policies, and sensitivity to the needs of a child welfare population.

Key Responsibilities

Procurement Card Administration

• Manage the intake, distribution, and tracking of state procurement cards issued to authorized staff
• Monitor cardholder compliance with state purchasing policies and spending limits
• Reconcile monthly P-card statements against receipts and supporting documentation
• Flag discrepancies, unauthorized purchases, or missing documentation for follow-up
• Maintain accurate records of cardholder assignments, card status, and transaction logs
• Assist with periodic audits and respond to internal/external audit requests related to card usage
• Serve as a point of contact for cardholders on procurement policy questions and card-related issues

Court-Ordered Travel Coordination

• Arrange travel logistics (transportation, lodging, and related accommodations) for children in state care pursuant to court orders
• Coordinate with caseworkers, courts, foster/kinship families, and providers to confirm travel requirements and schedules
• Ensure travel arrangements comply with applicable state policies, confidentiality requirements, and any court-specified conditions
• Process related expense documentation and ensure timely reimbursement or direct payment
• Maintain accurate, confidential records of travel arrangements and associated costs
• Troubleshoot last-minute changes or disruptions to travel plans with appropriate urgency and discretion