Procurement Expense Specialist

Florida Polytechnic University

1d • $50,200 - $54,000 • Onsite

About The Position

The Procurement Expense Specialist administers Florida Polytechnic University’s Purchasing Card (P-Card) Program, supports non-travel expense compliance, supplier services, and procurement activities. The specialist serves as a resource for cardholders, approvers, suppliers, and campus departments, providing guidance on University policies and procedures while promoting compliance and customer service.

Working with the Director and Assistant Director of Procurement, Accounts Payable, and campus departments, the specialist helps ensure transactions are accurate, properly documented, compliant, and processed efficiently. Duties include administering P-Card accounts; reviewing non-travel expense reports and supporting documentation; monitoring reconciliation and compliance; assisting with cardholder onboarding and training; supporting supplier onboarding and maintenance; helping with requisitions; maintaining records; preparing reports; and assisting with audits.

The position is full-time and on-site in Lakeland, Florida. The normal schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional overtime on evenings and weekends may be required. The position is salary exempt. The target hiring salary is $50,200–$54,000, commensurate with experience. A valid driver’s license and criminal background check are required. Employment is contingent upon eligibility to work in the United States; employment-based visa sponsorship is not available.

Requirements

• Bachelor’s degree, or an appropriate combination of relevant education, experience, and/or certifications in lieu of a degree.
• At least one year of procurement, purchasing, finance, accounting, business operations, or related experience.
• At least one year of customer service experience.
• Valid driver’s license.
• Ability to interpret and apply University travel and Purchasing Card policies and review financial transactions for accuracy and compliance.
• Excellent customer service, interpersonal, written, and verbal communication skills.
• Strong organizational, time-management, and attention-to-detail skills; ability to manage multiple priorities accurately.
• Analytical and problem-solving abilities.
• Proficiency in Microsoft Office and financial systems.
• Ability to establish effective working relationships with faculty, staff, suppliers, and external partners.
• Ability to maintain confidentiality and exercise sound judgment.
• Knowledge of purchasing card administration and internal controls, travel reimbursement policies and financial procedures, public procurement principles, accounting and financial documentation, ERP systems, and applicable University, Board of Governors, and State of Florida requirements.
• A criminal background check is required; the position is subject to federal and state privacy regulations.

Nice To Haves

• Experience administering a Purchasing Card program.
• Experience processing travel reimbursements or expense reports.
• Experience in higher education or public sector financial operations.
• Experience with Workday or another enterprise resource planning system.
• Knowledge of Florida public procurement requirements, travel regulations, and University financial policies.

Responsibilities

• Administer the University’s Purchasing Card Program, including cardholder onboarding, account maintenance, limit changes, card replacements, and account closures.
• Review P-Card transactions and documentation for policy compliance; monitor reconciliation deadlines and follow up on outstanding transactions.
• Assist with P-Card exception requests and maintain P-Card records and program documentation.
• Serve as the primary contact for cardholder and approver questions.
• Assist with supplier onboarding, supplier profile maintenance, and supplier information updates.
• Support suppliers completing University registration and onboarding requirements; respond to routine supplier inquiries and coordinate resolutions with campus departments.
• Assist departments with requisition preparation, required documentation, and basic procurement questions; review requisitions for completeness and help resolve deficiencies.
• Assist with routine procurement transactions and departmental purchasing needs, and coordinate with administrative offices to resolve purchasing and supplier issues.
• Maintain accurate supplier and procurement records.
• Prepare P-Card, non-travel expense, supplier, and procurement compliance reports; monitor transaction trends and identify recurring compliance issues.
• Assist with internal and external audits by maintaining documentation and responding to information requests.
• Track exceptions, corrective actions, delinquent reconciliations, and other compliance-related activity; identify concerns and recommend corrective action or escalation.
• Assist with implementing and maintaining University policies, procedures, and internal controls; support reporting, operational metrics, and data analysis.
• Recommend improvements to processes, controls, forms, workflows, and documentation practices.
• Provide day-to-day customer support to cardholders, approvers, suppliers, and campus departments.
• Assist the Director of Procurement with coordinating and delivering P-Card, expense compliance, and procurement training.
• Develop and maintain job aids, reference materials, FAQs, checklists, and other training resources; provide one-on-one guidance on relevant processes.
• Reinforce University policies and best practices through ongoing communication and customer support.
• Assist with departmental process-improvement initiatives and system enhancements; participate in testing, implementation, and improvement of Workday and other procurement or expense-related systems.
• Participate in departmental projects and perform other duties as assigned.

Benefits

• Health benefits, including medical and life insurance, flexible spending accounts, and workers’ compensation.
• State retirement plan options and additional voluntary retirement plans.
• Discounts and perks.
• Annual leave; qualified employees may accrue 22 days annually.
• Paid holidays.
• Sick leave; qualified employees may accrue 12 days annually.
• Sick Pool Program.
• Employee Assistance Program (EAP).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level