Procurement Expense Specialist

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.

The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.

JOB TITLE

Procurement Expense Specialist

JOB DESCRIPTION SUMMARY

• The Procurement Expense Specialist is responsible for the day-to-day administration of Florida Polytechnic University’s Purchasing Card (P-Card) Program, non-travel expense compliance, supplier support, and procurement assistance. This position serves as a primary resource for cardholders, approvers, suppliers, and campus departments by providing guidance on University policies, procedures, and applicable requirements while promoting compliance and exceptional customer service.
• Responsibilities include administering Purchasing Card accounts, reviewing non-travel expense reports and supporting documentation, monitoring reconciliation and compliance, coordinating cardholder onboarding and training support, assisting with supplier onboarding and maintenance, providing requisition support, maintaining program records, preparing reports, and assisting with audits.

Working collaboratively with the Director and Assistant Director of Procurement, Accounts Payable, and campus departments, this position helps ensure transactions are accurate, compliant, properly documented, and processed efficiently while supporting continuous improvement of University procurement and expense processes.

JOB DESCRIPTION

Responsibilities:

40% - Purchasing Card Program Administration

• •Administer the University's Purchasing Card (P-Card) Program.
• •Coordinate new cardholder onboarding, account maintenance, limit changes, card replacements, and account closures.
• •Review Purchasing Card transactions and supporting documentation for policy compliance.
• •Monitor reconciliation deadlines and follow up on outstanding transactions.
• •Assist with Purchasing Card exception requests and documentation.
• •Maintain Purchasing Card records and program documentation.
• •Serve as the primary point of contact for questions from cardholders and approvers.

25% - Supplier Management & Procurement Support

• •Assist with supplier onboarding requests, supplier profile maintenance, and supplier information updates.
• •Provide support to suppliers completing University registration and onboarding requirements.
• •Respond to routine supplier inquiries and coordinate with campus departments to resolve supplier-related issues.
• •Assist departments with requisition preparation, required documentation, and basic
• •procurement process questions.
• •Support review of requisitions for completeness and assist with resolving deficiencies before processing.
• •Assist with routine procurement transactions and departmental purchasing needs as assigned.
• •Coordinate with the Procurement Specialist, Assistant Director, Accounts Payable, Budget, and other administrative offices to resolve purchasing and supplier issues.
• •Maintain accurate supplier and procurement records.

20% - Compliance, Reporting & Audit Support

• •Prepare Purchasing Card, non-travel expense, supplier, and procurement compliance reports.
• •Monitor transaction trends and identify recurring compliance issues or areas requiring additional guidance.
• •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 compliance concerns and recommend appropriate corrective action or escalation.
• •Assist with implementation and maintenance of University policies, procedures, and internal controls.
• •Support procurement and expense-related reporting, operational metrics, and data analysis.
• •Recommend improvements to processes, controls, forms, workflows, and documentation practices.

• •15% - Customer Service & Training Support
• •Provide day-to-day customer support to cardholders, approvers, suppliers, and campus departments.
• •Assist the Director of Procurement with the coordination and delivery of Purchasing Card, expense compliance, and procurement training.
• •Develop and maintain job aids, reference materials, frequently asked questions, checklists, and other training resources.
• •Provide one-on-one guidance regarding Purchasing Card, non-travel expense, supplier, and routine procurement 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.

Minimum Qualifications:

Bachelor’s degree

One (1) year of procurement, purchasing, finance, accounting, business operations, or related experience,

• •One (1) year of experience providing customer service.
• •In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

Experience administering a Purchasing Card (P-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 (ERP) system.

Knowledge of Florida public procurement requirements, travel regulations, and University financial policies.

Knowledge, Skills, and Abilities (KSAs):

• •Knowledge
• •Knowledge of purchasing card administration and internal controls.
• •Knowledge of travel reimbursement policies and financial procedures.
• •Knowledge of public procurement principles.
• •Knowledge of accounting and financial documentation.
• •Knowledge of enterprise resource planning (ERP) systems.
• •Knowledge of applicable University policies, Board of Governors regulations, and State of Florida requirements.

• •Skills
• •Excellent customer service and interpersonal skills.
• •Strong organizational and time management skills.
• •Excellent written and verbal communication.
• •Strong attention to detail.
• •Analytical and problem-solving abilities.
• •Proficiency in Microsoft Office and financial systems.

• •Abilities
• •Ability to interpret and apply University travel and Purchasing Card policies.
• •Ability to review financial transactions for accuracy and compliance.
• •Ability to establish effective working relationships with faculty, staff, suppliers, and external partners.
• •Ability to manage multiple priorities while maintaining accuracy.
• •Ability to maintain confidentiality and exercise sound judgment.
• •Ability to identify process improvement opportunities and rec