Expense Procurement Specialist

Pomona College•Claremont, CA

3d•Hybrid

About The Position

The Expense and Procurement Specialist is responsible for Pomona College’s procurement and purchasing card processes in Workday. The role reviews purchase requisitions, purchase orders, change orders, invoices, and purchasing card expense reports; handles travel-related payment requests; and monitors purchasing card activity and related transactions. The position analyzes College spending to identify opportunities to improve efficiency and strengthen controls, supports faculty and staff with Workday procurement and expense processes, assists with system and process improvements, and supports financial analysis, year-end activities, and special projects. It reports to the Assistant Controller, Finance Operations. This is a regular, full-time, non-exempt, benefits-eligible position. Regular hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except during the designated summer period, when office hours end at 4:30 p.m. Remote work is allowed up to two days per week at the direct supervisor’s discretion. Overtime and holiday, weekend, or evening work may be required, and regular hours may vary based on College or division needs. The hourly rate is $28.00 to $31.00. Employees must be California residents; staff positions are not eligible for visa or permanent resident card sponsorship.

Requirements

High school diploma or GED, plus two years of college or business-school accounting coursework; an equivalent combination of education and experience will also be considered.
At least four years of general office experience, including two years in an accounting or purchasing office or equivalent related experience.
Excellent mathematical, analytical, verbal, and written communication skills.
Ability to apply professional expertise in general accounting, purchase-order processing, spending analysis, and computerized accounting systems.
Clear and effective verbal and written communication, excellent interpersonal and telephone skills, and the ability to handle confidential information with discretion, tact, patience, and attention to detail.
Proficiency with computers, including Microsoft Office applications such as Word, Excel, and Outlook; internet research tools; and menu-driven databases.
Ability to manage multiple priorities, meet tight deadlines, and work effectively both independently and collaboratively.
Exceptional organizational, time-management, and mathematical skills, with accuracy and close attention to detail.
Commitment to integrity and ethical conduct.
Must be a California resident.

Nice To Haves

Experience with Workday, word-processing software, and spreadsheet applications.
Experience in an academic institution.

Responsibilities

Review purchase requisitions, purchase orders, change orders, and related invoices in Workday.
Monitor payments against purchase orders, resolve matching exceptions, and close purchase orders when appropriate.
Calculate contract and purchase order allocations or breakdowns as requested.
Assist faculty and staff with procurement-related questions and issues.
Review and approve purchasing card expense reports, ensuring appropriate account coding, use-tax treatment, and accurate posting in Workday.
Monitor purchasing card activity and outstanding expense reports, and follow up with cardholders on overdue submissions.
Track personal expenses charged to purchasing cards, notify cardholders of reimbursement requirements, and document repayments to the College.
Prepare and distribute weekly purchasing cardholder listings.
Track taxable income associated with purchasing card transactions and other applicable expenses, and submit information to Payroll or upload supporting documentation to Box as required.
Review travel-related payment requests and respond to expense-related inquiries.
Assist faculty and staff with purchasing card and expense-related questions and issues.
Perform year-end activities, including rolling forward and closing purchase orders.
Support the tracking, reconciliation, and resolution of procurement- and expense-related financial transactions.
Participate in semiannual Workday testing to support system functionality and process accuracy.
Analyze College spending to identify opportunities to streamline processes, improve efficiency, and strengthen internal controls.
Develop and implement process improvements and update desk procedures as needed.
Conduct special analyses and complete projects requested by the Assistant Controller, Finance Operations; the Director of Financial Operations; or the AVP, Associate Treasurer & Controller.
Perform other accounting-related projects, tasks, and duties as assigned.