"Accounts Payable/PCard Specialist"

Accounts Payable/PCard Specialist

Company: Fairmont State University

Job Location: Fairmont, West Virginia

Category: Business and Financial Services

Type: Full-Time

Type of Position: Staff - Full Time

Department: Accounting

Appointment Length: July - June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: NA

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

Position Summary:
The Accounts Payable/PCard Specialist joins a team collectively responsible for payment operations and reports to the Financial Reporting Manager who oversees payment operations in the Finance Office and is responsible for the daily compliance of the organization's purchasing card (P-Card) program. Specific responsibilities include but are not limited to card issuance, maintenance, transaction monitoring, invoice processing, compliance audits, and training for cardholders and processors. This role ensures that all P-Card activities align with established policies, procedures, internal controls and relevant laws, maximizing efficiency while maintaining strong financial controls and preventing misuse or fraud while keeping all cardholder information confidential and secure. In addition to PCard responsibilities, this position will audit and process Accounts Payable invoice payments, audit travel reimbursement settlement forms and perform journal voucher entries in the State and Institutional financial systems.

Essential Job Functions & Responsibilities:

PCard Functions:

• Serve as the backup to the PCard Coordinator to manage daily administration of the PCard program, including the issuance, maintenance, modification (e.g., setting/adjusting spending limits), and termination/cancellation of cards as needed, post PCard transactions in Banner using the wvOASIS interface process and work with the Finance team to ensure both systems are reconciled.
• Assist in the development, revision, monitoring, reviewing, and enforcing P-Card policies and procedures. Monitor transactions throughout each billing cycle to ensure compliance and identify any potential circumvention or inappropriate activities. Communicate and follow up with processors/cardholders regarding questionable or unauthorized use.
• Conduct daily PCard compliance audits and apply professional judgment to detect misuse, abuse, or fraud. Generate reports for management on P-Card statistics, spend and usage analysis, financial activity, and compliance to evaluate risk and track performance.
• Coordinate the timely reconciliation of cardholder transactions, ensuring proper documentation is obtained and scanned electronically into the system.
• Assist in the development of materials and conduct training for new and existing cardholders and their managers on the proper use of the P-Card system and policies. Provide customer service to resolve cardholder inquiries and problems.
• Maintain accurate, detailed, and confidential electronic and hard-copy records for all cardholders, transactions, and program documentation.
• Resolve technical issues with the State of WV's financial system (wvOASIS) and participate in systems testing as needed.

Accounts Payable Functions:

• Performs audits and analysis of vendor invoices and employee travel reimbursement settlements. Assuring compliance with State regulations and Institutional policies.
• Takes corrective measures when issues are present by contacting various departments and entities to resolve issues.
• Monitors and corrects State Auditor rejected documents and takes appropriate corrective actions.
• Processes interdepartmental transfers.
• Participates in the various tasks required to close out one fiscal year and prepare to begin new year.
• Performs data entry into both the State of West Virginia and Fairmont State University's financial systems.
• Assist in the monitoring and reconciliation of the two financial systems.

Minimum Required Education

High school diploma or GED

Required Licenses and/or Certifications

N/A

Minimum Required Qualifications

At least 3-4 years of progressively responsible experience in accounts payable, accounting support, or financial operations.

Preferred Qualifications

• Familiarity with internal controls and compliance processes
• Strong analytical skills and attention to detail
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Excel and financial reporting tools
• Associate's degree in Accounting, Business Administration, Finance, or a related field
• Higher Education experience.

Requisition Number: 2026063SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 03/25/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/10346