"PCard Coordinator"

PCard Coordinator

Company:
Fairmont State University

Job Location:
Fairmont

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 Purchase Card Coordinator reports to the Controller in the Finance Office and is responsible for the daily administration, oversight, and 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. The coordinator serves as the primary liaison between cardholders, Finance, and the State of WV.

Essential Job Functions & Responsibilities:

• Program Administration: 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.
• Policy & Compliance: Develop, revise, monitor, review and enforce 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.
• Auditing & Reporting: Conduct and oversee 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.
• Reconciliation & Finance Liaison: Coordinate the timely reconciliation of cardholder transactions, ensuring proper documentation is obtained and scanned electronically into the system. Act as a liaison with the State of WV to ensure timely payments to the P-Card vendor.
• Training & Support: Develop 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.
• Issue Resolution: Handle all P-Card security issues, including fraud detection, compromised accounts, and stolen or lost cards, by working directly with the cardholders and the State of WV.
• Vendor Relations: Serve as the primary point of contact and subject matter expert for the P-Card vendor (e.g., US Bank, Bank of America).
• Record Keeping: Maintain accurate, detailed, and confidential electronic and hard-copy records for all cardholders, transactions, and program documentation.
• Supervisory: Oversee PCard Program Specialist
• Technical: Resolve technical issues with the State of WV's financial system (wvOASIS) and participate in systems testing as needed.

Minimum Required Education

• Bachelor's or Associate's degree in Accounting, Finance, Business Administration, or related field preferred, but not required.

Required Licenses and/or Certifications
N/A

Minimum Required Qualifications

• 2 years of experience in Pcard, purchasing, accounts payable or related field, preferably in higher education.

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

Requisition Number: 2026051SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 01/19/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/10015