Caltech is a world-renowned science and engineering institute that marshals some of the world''s brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary
The P-Card Administrator is responsible for the overall administration, compliance, and operational management of Caltech''s Purchasing Card (P-Card) Program. This position serves as the primary resource for cardholders, financial approvers, and departmental administrators, ensuring that all P-Card transactions comply with institutional policies, auditing standards, and Federal Acquisition Regulation (FAR) requirements.
The P-Card Administrator oversees card account management, transaction monitoring, training and support, audit and compliance reviews, financial reconciliation, and program enhancements. This role requires exceptional analytical, organizational, and communication skills, as well as the ability to manage multiple priorities while delivering outstanding customer service to internal stakeholders.
Essential Job Duties
Program Administration
- Serve as the primary liaison between Caltech and its merchant banking partner, U.S. Bank, for all Purchasing Card program activities.
- Utilize U.S. Bank Access Online to administer and maintain all P-Card accounts, including account creation, modification, suspension, and closure.
- Assist cardholders with disputed charges/discrepancies by initiating a dispute claim with the bank.
- Establish and manage cardholder spending limits, merchant category controls, and other account security settings.
- Investigate and address security-related issues, including fraudulent activity, compromised accounts, and lost or stolen cards, while coordinating resolution efforts with cardholders and banking representatives.
- Administer the Caltech Amazon Business program, including user enrollment and removal, role assignments, permissions management, and the creation and maintenance of departmental purchasing groups.
- Partner with Caltech''s Amazon Business account manager to resolve technical issues, pricing discrepancies, and account administration concerns.
- Coordinate and manage Concur system enhancements, upgrades, and process improvements, including user communications, development of training materials, and system documentation.
- Identify opportunities to improve P-Card program efficiency, controls, and customer experience through process enhancements and technology solutions.
Audit and Compliance
- Perform regular audits of P-Card transactions to ensure compliance with institutional policies, purchasing procedures, and applicable federal regulations, including FAR requirements.
- Investigate suspected misuse of purchasing cards, fraudulent transactions, and non-compliant expenditures, and recommend corrective actions as necessary.
- Analyze audit findings and transaction trends to identify areas of risk and opportunities for improved internal controls.
- Assist in the development and implementation of corrective action plans resulting from audit findings and compliance reviews.
Reconciliation and Reporting
- Import and extract P-Card transactions; ensure that imports and extracts and credit card loads are uploading without errors. Troubleshoot issues as needed.
- Perform daily Oracle interface, expenditure type corrections, contact departments to correct funding account errors, open interface corrections, and monitor payments on hold (determine cause, revalidate funding account, supplier issue, research and troubleshoot)
- Analyze monthly U.S. Bank statements and Oracle accounting records to verify the accuracy and completeness of financial transactions.
- Prepare, review, and reconcile journal entries and supporting documentation as necessary to maintain accurate accounting records.
Training and Support
- Develop, coordinate, and deliver mandatory training programs for cardholders, financial approvers, and departmental administrators.
- Provide ongoing guidance regarding P-Card policies, procedures, and best practices.
- Assist users with Concur navigation, transaction processing, account management, and general program-related inquiries.
- Create, update, and maintain user guides, training materials, job aids, and procedural documentation.
- Facilitate workshops and targeted training sessions for departments and divisions to address specific business needs and compliance requirements.
- Prepare and provide documentation required for internal and external audits.
Basic Qualifications
- Bachelor''s degree in Accounting, Finance, Business Administration, or a related field; or an equivalent combination of education and at least four years of related professional experience.
- Knowledge of financial controls, auditing practices, and compliance requirements.
- Exceptional verbal and written communication skills with the ability to effectively communicate with diverse stakeholders.
- Proficient analytical ability to interpret financial data.
- Strong attention to detail, accuracy, and organizational skills.
- Proficiency with Microsoft Excel, and ERP systems.
- Experience in providing training for both small and large groups.
Required Documents