Purchasing Card Administrator

The Purchasing Card Administrator manages Macalester College’s purchasing card (Pcard*) program to optimize annual revenue share through responsible card use, effective training, adequate controls, and quality service delivery. 

This is a full-time with a hybrid onsite/work from home schedule and daily business hours of approximately 8:00am-4:30pm. 

About The Department: 

The Business Services Team fosters responsible stewardship of Macalester’s financial resources through integrity, effectiveness, and innovation. Guided by the College’s mission, we strive to deliver consistently exemplary service with respect for the diverse needs of the entire Macalester community and external parties who rely on our work. We partner with our constituents to help them achieve their goals through timely and accurate resources, fiscal accountability, best practices, technical expertise, and ethical guidance fueled by a solutions-oriented spirit.

• PURCHASING CARD:
• Processes vendor payments via Pcards
• Orders new and replacement Pcards
• Trains Pcard holders, reconcilers, and approvers
• Monitors new Pcard users for compliance with College policies and practices, e.g. receipt retention, reconciling statements, personal use of Pcard, etc.
• Manages accounting functions, including: download of monthly transaction file from 3rd party service provider, transaction audit and file preparation to Accounting, preparation of journal entries for Pcard general ledger account activity, and general ledger account reconciliations
• Monitors user compliance with established timeline for cardholder reconciliation and approval
• Executes changes to limits, authorizations, terminations, etc
• Tracks Pcard charges vs. product/service delivery dates to ensure charges are applied to the correct fiscal year.  Prepares and submits journal entries at fiscal year-end to record proper allocation
• Revises practices, as needed, to realize greater efficiency and/or effectiveness
• Coordinates with the Pcard program's 3rd party service provider, as needed, to minimize fraud and optimize program effectiveness
• Conducts monthly audit of Pcard transactions/receipts
• SERVICE:
• Supports campus constituents to ensure reliable information flow and effective service delivery
• Coordinates with Pcard services provider, vendors, and other external parties to resolve questions and provides requested information
• Collaborates with Business Services colleagues and campus constituents to facilitate quality service delivery
• ACCOUNTS PAYABLE:
• Serves as primary back up to the Payables Specialist for entering payments and other duties
• Serves as primary back-up to the Purchasing & AP Manager for processing the “check run”, which issues payments to employees and vendors via refund, check or ACH

• Bachelor’s degree preferred.
• 3-5 years of purchasing card administration experience in a comparably sized organization.
• Experience working in higher education or accounts payable highly preferred. 
• Demonstrated experience and enthusiasm for general customer service and user support.
• Demonstrated knowledge in best practices and regulatory requirements for purchase card programs.
• Proficiency in basic data mining and trend analysis to monitor appropriate purchasing card use.
• Experience with workflow management to complete purchasing card and payment processing on an established schedule.
• Demonstrated understanding of: 3rd party purchasing card provider system; Banner ERP or related software, spreadsheet and word processing applications, collaborative tools, e.g. Google software.
• Demonstrated understanding of sound business principles and basic accounting.

Compensation:

The hourly wage for this position will be $23.00-$24.50 depending on experience.

Benefits:

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Generous parental leave. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage by May 10th.  No resumes will be accepted after this date and the interview process will start after this date. 

Jaclyn Howard

Talent Acquisition Manager 

jhoward3@Macalester.edu

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.