P-Card Administrator

State of Oklahoma•Oklahoma City, OK

2d•Onsite

About The Position

This position is for a P-Card Administrator for the Finance Division – Central Office OK Department of Veterans Affairs located at 2132 NE 36th St Oklahoma City, OK 73111. The annual salary is $55,000.00. Positions in this job family are assigned responsibilities involving professional level work in managing, coordinating or directing a major phase of a comprehensive or specialized operating program, providing staff services in various management areas, direction of a major operating division, program, unit, or functional area, or similar responsibilities. Positions in this job family differ from the Programs Manager job family as they do not supervise staff.

Requirements

A bachelor’s degree in accounting or a related field and 1 year of experience, or an equivalent combination of education and experience, substituting one year of bookkeeping for each year of the required degree.
Knowledge of accounting and finance.
Knowledge of financial reports.
Knowledge of accounting ledgers and journals.
Knowledge of computer technology related to accounting systems.
Knowledge of general computer technology.
Knowledge of procurement.
Ability to compile basic financial reports.
Ability to review and analyze financial information.
Ability to maintain routine accounting data.
Ability to resolve problems.
Ability to communicate both verbally and written with peers and a team.

Responsibilities

Conducting agency-specific P-card training.
Tracking refresher training attendance.
Communicating frequently with agency program participants regarding information received from the State P-card Office.
Processing authorized requests for P-cards and maintaining controls for active cards, including setting and changing card spend profiles, ordering cards, deactivating cards, adding and deleting users, and setting permissions.
Providing the verification ID to cardholders for the card activation process.
Periodically reviewing the list of P-card holders and summary reports to identify unauthorized use and determine if each cardholder has a continuing need for a card.
Processing and retaining P-card program reports and State Purchase Card Employee Agreements, including bank statements available in the payment center, P-card holder statements, Works invoices, and RPT 170 transaction summary reports in paper or electronic form (suggested reports on a quarterly basis including Group Membership Report and RPT 508 – card profile data).
Exercising control over the P-card program by auditing a random selection of P-card holder’s monthly statements and transaction documentation for accuracy, required signatures of both cardholder and approving official, and determining corrective action for missing documentation or signatures.
Submitting exception requests.
Responsible for making sure that all change orders have been processed, authority orders are dispatched by the deadline posted on the website, and employees listed as scoped accountants and CPOs are available during the download days for any needed corrections.
Communicating with the bank on identified fraudulent transactions (at agency discretion, the cardholder may contact the bank directly regarding fraudulent transactions).
Scheduling program participants for initial P-card training and tracking current agency participant training to ensure training requirements are met.
Tracking card information on page 2 of the State Purchase Card Employee Agreement.
Notifying the State P-card Office when replacing cards due to name change. (Provide both the previous and new last name.)
Documenting the receipt and destruction of cards due to data breaches, cards no longer needed and cards returned by terminating employees. This process also applies to cards received as replacements or renewals.
Notifying the State P-card Office on OMES Form CP 034 of any change in state agency administrator or the backup administrator. (Agency P-card administrators who are also P-card holders should forward their card to the state P-card administrator for final disposal.)
Periodically reviewing agency membership reports and verifying terminated employees have been removed from Works.
Work with AP to build P-Card Vouchers Process Ratifications
Retaining statements and supporting documentation in paper or electronic format to comply with section 2-101 of the General Records Disposition Schedule (GRDS) located at https://libraries.ok.gov/state-employees/records-management/records-scheduling.
End-of-cycle oversight, including ensuring the cycle deadline schedule is met and the voucher is submitted on time to OMES.
Performs other purchasing duties as assigned.