Procurement Program Specialist (504775)

  • Stanislaus State
  • Turlock, California
  • Sep 23, 2021
Full Time Project Management Purchasing and Warehouse

Job Description

    • Position Summary
    • (Classified as: Administrative Analyst/Specialist, Exempt II)

      Full-time position available on or after November 1, 2021 in Financial Services. This recruitment is being handled by an outside agency. Please visit:

      Under the general direction of the Procurement & Contract Services Manager the Procurement Card Program Administrator shall provide administrative and/or program leadership in a large and/or complex organizational unit with broad impact. Required to assess, formulate, and evaluate the impact of recommended or implemented policies from a strategic and operational perspective. Work requires regular participation in planning and development activities and, as required, independent determination of methods to meet programmatic or administrative goals. Specifically, incumbent shall administer the campus PCard Program and e-procurement programs involving a wide range of procedures using initiative and judgement in analyzing information and determining a course of action while meeting the requirements established within the various applicable CSU policies.
    • Job Duties
    • Duties include but are not limited to:
      • Review and process P-Card (procurement/credit card) applications and distribute procurement cards to cardholders.
      • Issue and maintain P-Card forms, guidelines and policies and procedures in accordance with applicable regulations, policies and procedures.
      • Maintain cardholder database, securing card account numbers and develop paperless processes.
      • Develop, conduct, and track all training for cardholders, approving officials, financial officers, and departmental card administrators.
      • Interact with bank to add, change, and terminate cardholders.
      • Answer questions and solve problems pertaining to the program including assisting cardholders with disputes and decline issues, updating cardholder approving official, processing account limit changes, and addressing general questions.
      • Act as liaison between departments and US Bank o Manage flow of information into Access Online (US Bank's reporting tool) by: creating reports, making changes as necessary to card limits by following signature authority guidelines and retaining backup documentation, deactivating accounts.
      • Regularly communicate all applicable monthly, quarterly, and year-end program deadlines and card program updates to cardholders, departmental card administrators and to campus community.
      • Perform monthly transaction audit and analyze all P-card reconciliation statements for compliance to regulating policies and procedures, including required use tax, assets, signature policy, prohibited purchases, required justifications, missing or insufficient documentation, split charges and communicate policy exceptions to cardholders and departments.
      • Maintain audit tracking log for cardholder suspensions, re-training, or other cardholder action as required by campus policies and procedures.
      • Recommend and submit P-Card coding corrections to departments, as needed.
      • Investigate waste, fraud, abuse, and theft of cards to a complete and satisfactory resolution, informing the department and Audit & Advisory Services in coordination with the Procurement & Contract Services Manager and AVP Financial & Support Services as required.
      • Prepare monthly, quarterly, and ad-hoc reporting.
      • Maintain documentation related to P-Card program in accordance with applicable record retention requirements.
      • Serve as contact for P-Card audits and documentation requests.
      • Work with US Bank and department systems analyst/programmer to resolve technical support issues and/or questions.
      • Attend necessary training to stay current on P-Card program requirements.
      • Review monthly employee and student separation reports to ensure timely deactivation of cardholder accounts and updates for approving authority on existing accounts.
      • Coordinate and administer campus office supply contract, CSUBUY Marketplace, and Amazon Business.
      • Set up and maintain campus user accounts.
      • Assist users with questions related to programs including but not limited to assistance with returns, order issues, pricing questions, and cost savings measures.
      • Act as campus liaison with office supply account representative as needed to discuss and address program issues, program improvements, program savings, and program changes.
      • Act as campus liaison with the Chancellors Office as needed to discuss and address CSUBUY Marketplace program issues, improvements, program savings, and changes.
      • Serve as contact for program audits and documentation requests.
      • Maintain Procurement & Contact Services website area related to campus P-Card program, office supplies, CSUBUY Marketplace and Amazon Business Programs.
      • Review requisitions to ensure adequate specifications, compliance with state statutes and university policy, and completeness of information.
      • Research and verify prices and alternative vendors.
      • Obtain formal and informal quotes, ensuring compliance with all applicable laws, regulations, requirements, and CSU policies.
      • Coordinate with receiving department regarding Buyer-implemented PCard purchases that need to be tagged and/or capitalized.
      • Work with accounts payable department to resolve invoice disputes, validate vendor invoices, and follow-up to expedite overdue orders.
      • Establish and build strong partnerships with campus constituents, providing outstanding customer service.
      • Resolve problems between end-users and providers, Receiving, and Accounts Payable as appropriate.
      • Actively engage with faculty and staff to obtain their technical expertise, advise them of order/contract status, and ensure that all legal, policy and contractual requirements are met.
      • Establish and maintain professional, cooperative, and productive working relationships with vendors/contractors, resolving any problems and/or conflicts in a timely manner.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education : A bachelor's degree and/or equivalent training OR a combination of education and experience which provides the required knowledge and abilities.
      Experience : Minimum of five years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
    • Preferred Qualifications

      • Demonstrated experience in government or public education institution.
      • Experience with CSU policy and procedures.
      • Bachelor's degree in business administration, purchasing, accounting.
      • Equivalent to two years of program administration experience with programs such as credit card programs, e-procurement systems, or other complex administrative programs.
      • Experience with credit card program administration, process, analysis, auditing, reporting, and training.
      • Demonstrated ability of independent determination of approaches to project and priorities.
      • Demonstrated ability to interpret and apply existing policies and procedures and update as required.
      • Ability to conceive of new approaches and solutions to address complex problems and issues.
      • Serve as the prime contact for procurement programs.
      • Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
      • Excellent customer services skills and professionalism.
      • Excellent computer skills and competence with a variety of computer applications including ERP systems, dashboard reporting, spreadsheets, databases, on-line systems, internet, and Microsoft Office Suite.
      • Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
    • Required Qualifications

      • General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
      • Knowledge of and ability to apply fundamental concepts.
      • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
      • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
      • Working knowledge of operational and fiscal analysis and techniques.
      • Working knowledge of budget policies and procedures.
      • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
      • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
      • Expertise in investigating and analyzing problems with a broad administrative impact and implications.
      • Ability to make independent decisions and exercise sound judgment.
      • Ability to train others on new skills and procedures and provide lead work direction.
      • Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
      • Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
      • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
      • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
      • Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
      • Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at
    • Salary Range
    • $4,693 - $8,489 per month plus excellent paid benefits. (Anticipated salary will be $4,693 - $5,397 per month, depending on the qualifications of the successful finalist.)
    • Compensation & Benefits
    • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 9) Benefits Summary: CSU Employee Benefit Summary
    • How to Apply
    • This recruitment is being handled by an outside agency. To be considered, qualified candidates must submit a 1) a cover letter that addresses the position's responsibilities and qualifications; 2) a current résumé or CV; and 3) the contact information for at least three professional references. To apply online, please visit:

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    • Application Deadline
    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
    • Additional Information
    • Campus & Area
      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.


Closing Date/Time: Open until filled

Job Address

Turlock, California 95382 United States View Map