Purchasing Card Administrator (Hybrid)

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. Workflow management is vital to complete payment processing, data mining, trend analysis and related accounting functions on an established schedule while maintaining the Pcard user system and providing excellent customer service.

This position is 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.

Pcard Administration

• Orders new and replacement Pcards
• Maintains user database and 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 (via Basic-Intermediate Excel functions, Google Sheets, Banner ERP, and Wells Fargo commercial banking system), including: 
• Data scrub and preparation of monthly transaction file from third party service provider to internal accounting system, 
• Preparation of journal entries for Pcard general ledger account activity
• General ledger account reconciliations
• Monitors user compliance with established timeline for cardholder reconciliation and approval, and data mining to track certain expenses
• 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 third-party service provider, as needed, to minimize fraud and optimize program effectiveness
• Conducts monthly audit of Pcard transactions/receipts
• Reconciles declining balance cards
• Processes vendor payments via Pcards

Service

• Supports campus constituents to ensure reliable information flow and effective service delivery
• Coordinates with Pcard service provider, vendors, and other external parties to resolve questions and provide requested information
• Collaborates with Business Services colleagues and campus constituents to facilitate quality service delivery

Accounts Payable

• Serves as primary backup to the Payables Specialist for entering invoices, processing W-9s and new vendors, 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

Other Responsibilities

• Completes other responsibilities as assigned. 
• Participates as an active member of the team. 
• Participates in department and college activities and supports implementation of shared goals and initiatives. 
• Provides backup support to other members of the team.

• Associate's Degree required. 
• Pcard administrator or accounts payable experience in a comparably sized organization for 4+ years may substitute for some above education. 
• 1-3 years of purchasing card administration or account payable experience. 
• Demonstrated understanding of: 3rd party purchasing card provider system; Banner ERP or related software; spreadsheet and word processing applications (Excel and Google Sheets at a Basic-Intermediate Level); collaborative tools, e.g. Google software.
• Demonstrated understanding of sound business principles and basic accounting.
• Certified Purchasing Card Professional (CPCP) credential is preferred, but not required.
• Experience working in higher education is highly preferred but not required. 
• 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 data processing on an established schedule.

Compensation:

The hourly wage for this position will be $24.63 - $25.75 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. 
• 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.

 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 end of day March 17th. Cover letters are highly preferred with each application. Priority will be given to candidates that apply by this date, however this role will be posted until filled. 

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.