Service Center Associate, Procurement & Travel

Title: Service Center Associate, Procurement & Travel

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center - Procurement, Contracts & Payment Services

Campus Location: Tennessee Board of Regents System Office

Job Summary

The PCPS Service Center at the Tennessee Board of Regents (TBR) supports the System Office, Technical Colleges of Applied Technology (TCATs), Cleveland State Community College, Jackson State Community College, Northeast State Community College, Pellissippi State Community College, Volunteer State Community College, and Southwest TN Community College within the following functional areas: Human Resources, Payroll, Finance, Procurement, Contracts & Payment Services, and Student Records & Financial Aid.

The Service Center, Associate, Procurement & Travel is responsible for ensuring that all requisition, travel, and purchasing card transactions are provided in a timely and accurate manner and in compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines. The Service Center, Associate, Procurement & Travel executes complex transactions utilizing sophisticated technology to provide professional services. The Service Center, Associate, Procurement & Travel works closely with TBR departments and the institutions of the TBR system and is expected to provide a high level of customer service to all institutions served. Depending on circumstances, remote work may be an option.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 40% - Travel and Travel Card • Maintains standardized forms for travel authorizations/claims and processes travel authorization and claim submissions • Independent Review, audit, and approval of travel authorizations and travel claims submitted for compliance with TBR travel policies • Works with Accounts Payable on any questions regarding travel claims processing • Assists with the administration for the system-wide and Shared Services travel card program • Maintains travel and expense files • Processes new cards and card replacements • Assists in bank communication regarding unauthorized/fraudulent activity • Works collaboratively with Finance related to questions related to the accounting of travel transactions • Works collaboratively with the Coordinator and Assistant Director on travel matters. - (Essential)
• 20% - Procurement Card Program • Contact for the administration of procurement card program, ensuring compliance with TBR policies and guidelines • Provides consultation to campuses and departments related to travel and pcard transactions. • Assists in processing of new cards and card replacements • Assists in bank communication regarding unauthorized/fraudulent activity • Works collaboratively with Finance related to questions related to the accounting of pcard transactions • Works collaboratively with the Coordinator and Assistant Director on pcard matters. - (Essential)
• 15% - Customer Service/Training • Assists in the development of training materials, as necessary, including periodic Lunch and Learn Sessions conducted throughout the year and weekly virtual labs (PCPS Playbooks) regarding pcard/travel card and travel authorizations/claims, and policies and procedures • Communicates to employees and administration regarding travel and procurement card related issues • Fields employee questions and researches procurement card and travel authorization/claim processing concerns • Works cooperatively and effectively with other departments • Provides consultative services to institutions based on functional area expertise in support of procurement card and travel related best practice implementation - (Essential)
• 15% - Compliance • Assists in ensuring that staff maintain adequate and accurate records to support procurement and travel processes • Assists in ensuring staff compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines in support of ongoing improvement and standardization of travel and pcard/travel card transactions and processes - (Essential)
• 5% - Reporting • Prepares institutional, TBR, State, and Federal required reporting, as well as ad hoc reports - (Essential)
• 5% - Other Duties • Performs additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor’s degree and a minimum of 3 years of procurement experience OR a high school degree/GED and a minimum of 5 years of procurement experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft applications

Preferred Qualifications

• Experience working in procurement in a college or university setting
• Experience within a shared services operating environment
• Experience in procurement at a TBR institution or state administration
• Experience with pcard and travel card administration and management
• Experience with Banner or similar ERP system
• Experience with Jaggaer or similar procurement system

Knowledge, Skills, and Abilities

• Knowledge of procurement terminology and practices
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information

Physical Demands / Working Conditions

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