| Position Summary | The Procurement Specialist is responsible for reviewing and ensuring compliance with Corporate Card policies and procedures within the state university. This role plays a crucial part in monitoring corporate card transactions, verifying documentation, and maintaining accurate records to support efficient and transparent procurement practices. Position will collaborate with various Athletics personnel and cardholders to facilitate timely and accurate reconciliation, resolve discrepancies, and provide guidance on corporate card usage guidelines.
Austin Peay State University is a four-year public, doctoral-level university, with six colleges and four Chairs of Excellence. The University has an enrollment of over 10,000 students and is located in Clarksville, Tennessee, a community of an estimated 180,000 people located approximately 40 miles northwest of Nashville, TN.
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| Primary Duties and Responsibilities | - Review corporate card transactions and associated documentation for compliance with university policies and procedures.
- Verify and ensure that all required documentation, such as receipts, invoices, and approvals, are complete, accurate, and properly filed.
- Monitor card usage to identify any irregularities or potential policy violations, and promptly report any concerns to the appropriate authorities.
- Assist cardholders in reconciling card transactions with monthly statements, ensuring accuracy and timely submission.
- Maintain comprehensive and up-to-date records of corporate card transactions, documentation, and reconciliations, following established protocols.
- Investigate and resolve discrepancies, errors, or missing documentation related to card transactions, collaborating with cardholders, vendors, and financial services departments as necessary.
- Provide guidance and support to cardholders regarding card policies, procedures, and allowable expenditures.
- Assist in developing and delivering training programs and materials related to card compliance, usage, and best practices.
- Assist in internal and external audits by providing necessary documentation, information, and reports related to corporate card transactions and compliance.
- Identify opportunities to streamline corporate card processes, enhance efficiency, and strengthen internal controls, proposing recommendations to management.
- Perform other relate duties as assigned
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| Knowledge, Skills, and Abilities | - Excellent attention to detail and ability to review and verify documentation for accuracy and compliance.
- Strong analytical and problem-solving skills.
- Proficient in using computer applications, including spreadsheets and databases or Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), to manage and maintain records, with written and verbal communication skills, and the ability to interact professionally with diverse stakeholders.
- Strong organizational skills and ability to manage multiple tasks and deadlines.
- Ethical mindset with a commitment to upholding integrity and confidentiality.
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| Physical Requirements | - Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
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| Required Minimum Qualifications | - High school diploma or equivalent.
- Previous experience in procurement, finance, accounting/bookkeeping, or a related area.
- Familiarity with procurement / corporate card policies, procedures, and best practices is advantageous.
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