Procurement Card Manager/Assistant Payroll Manager (PMC/APM)

A. GENERAL RESPONSIBILITIES:  The primary purpose and the general responsibilities of the position.

The Procurement Card Manager / Assistant Payroll Manager has broad responsibility for the regular operations of the College's purchasing and corporate (travel) card program and the continuity of operations for the payroll function.

The Procurement Card Manager has direct responsibility for oversight and day-to-day administration of the College's procurement (P-Card) and corporate (C-Card) card program.  This responsibility includes routine maintenance of the internal and external software associated with the management and operation of the P-Card and C-Card program and, in collaboration with the accounting and financial systems staff, the recording/redistribution of P-Card and C-Card transactions to the general ledger.  This responsibility also included the management of the day-to-day contacts with the P-Card and C-Card vendor in conjunction with the Financial Systems Manager and management of the relationships with College suppliers subscribing to the P-Card and C-Card program.

The Procurement Card Manager has primary responsibility for the issuance and control of all P-Cards and C-Cards issued to College users, including the encoding of spending and purchase type limitations and departmental charge accounts to which cards are linked.  The Procurement Card Manager also acts as the primary trainer for new cardholders and is the principal resource for resolving the usage questions and problems of established cardholders.  The Procurement Card Manager performs routine audits of purchasing card activity, including compliance with departmental purchase documentation requirements and tests of the appropriateness of transactions and proper functioning of programmed system controls.  The Procurement Card Manager also interacts with procurement cardholders and department heads to ensure proper and timely review and approval of cardholder transactions as processed through the procurement card program vendor's system.

The Procurement Card manager provides support to Assist Controller (and the Financial Systems Manager) in the initial implementation and ongoing expansions of the procurement card program including the process of vendor selection, software training and implementation, College user recruitment and training, and vendor recruitment and relations as related to the procurement card program.

The Assistant Payroll Manager, has primary direct responsibility to substitute for the Payroll Manager in all the processes connected with production of the biweekly and monthly retiree payrolls, including preparation and distribution of all associated paychecks and preparation and transmittal of all associated files to banking institutions, taxing authorities and benefits providers in relation to direct deposits, withheld and matching taxes and liens, pension benefits, insurance and medical deductions and other internal College benefit deductions.

The Assistant Payroll Manager, in conjunction with the Team Lead for Procurement, is responsible for oversight of the date entry by Procurement staff of B&G and Custodial time cards into the time-keeping system and for the timekeeping feeds to the Banner Payroll system, including monitoring of the timeliness and accuracy of data entry.  The Assistant Payroll function including the usage and maintenance of the college's payroll system and payroll history database, the operation of the payroll function within the college's banking system, and the employment rules and tax regulations which affect the payroll function.

The Assistant Payroll Manager fully performs the role of the Payroll Manager in her/his absence assisted by the Assistant Controller's assumption of the Procurement Card Manager's duties.

B. SPECIFIC DUTIES: The duties that are performed and the approximate percentage of time devoted to each annually.

65%  Active management of the procurement and corporate card system.

25%  Deputizing for the Payroll Manager in his/her absence; assisting the  Payroll Manager during peak activity periods (Summer Language Schools/Tax year reporting); keeping current on the core payroll processes and all changes to process and software.

10%  Special initiatives for business process improvement in Payroll and Procurement as directed by the Assistant Controller.

C. RELATIONSHIPS:  The types of people inside and outside of the College that are contacted regularly as part of the job responsibilities.  For individuals outside the College indicate name of function and type of organization.

Staff/Faculty:  As PCM, recruit, train, monitor and track staff use of procurement cards.  As APM communicate necessary payroll information and respond to and resolve Individual's specific payroll problems with courtesy and diplomacy.

Assistant Controller: Collaborate with Assistant Controller to assure fall coverage of dual function during absences of PCM and Payroll Manager.

Fiscal Auditors: Provide data, information, and reports in response to auditor inquiries.

Team Lead for Procurement: Collaborate in management of hourly employee time entry and transition/balancing of procurement from PO/Invoices to P-Card feeds and payments.

Vendors and Service Providers: As PCM, in collaboration with Assistant Controller, establish maintain partnerships with outside vendors which reduce procurement processing costs while offering vendors financial and process incentives to support the College's streamlined procurement approach.

Taxing Authorities: Report tax information to Federal and State agencies.

Human Resources: Collaborate with Human Resources to correct defects and ensure quality in the HR/Payroll process.

Assistant Controller - Tax and Grants & Contracts Accounting: Collaborate with Assistant controller to resolve tax-reporting issues.

Associates Degree in accounting, business, finance, or other related field.  Professional certifications (CPM, CPP, etc.).  A through working knowledge of purchasing (including P-Card), accounts payable, and payroll principles and related regulations.

Three or more years experience in either a payroll, accounts payable or P-Card function involving increasing levels of responsibility and independent action with regard to process, systems and management of personnel, preferably in a setting of Higher Education; solid level of facility with microcomputers, including Excel software, and familiarity with SCT/Banner software (desirable).

Strong written and verbal communication skills, ability to formulate and clearly articulate goals and objectives; manage time and competing priorities effectively; and inspire; persuade and lead fellow staff; ability to rapidly learn new business processes and software usages.

This position is somewhat unique in requiring abilities in two relatively high profile but unrelated areas.  Accordingly, the Procurement Card Manager/Assistant Payroll Manager must be able to coordinate and switch primary job functions with ease and perform equally well in each.  Because these distinct responsibilities , by their very nature, require regular interaction with a broad spectrum of College employees across all the levels of seniority and authority, the PCM/APM must exhibit a very high level of maturity, diplomacy, and discretion.

Accordingly, PCM/APM must have well-developed interpersonal and human behavior skills to communicate effectively the importance of adhering to P-Card, procurement, and payroll policies, timely and accurate transaction processing, and improving business processes.  Also it is important to gain the cooperation of the many diverse departments in order to coordinate efforts to accomplish the goal of streamlining processes, and providing exceptional service to constituents.

The PCM/APM comes in contact with many different personalities and types of people.  The goodwill of the College must be reflected to all who come in contact with the PCM/APM, while utilizing appropriate measures to preserve the College's rights, resources, financial integrity and reputation in every measures to preserve the College's rights, resources, financial integrity and reputation in every instance.  The PCM/APM is routinely involved in highly sensitive matters; errors in judgment could adversely affect the financial integrity and reputation of the College.