Job Posting Title
P-Card AdministratorAgency
650 DEPARTMENT OF VETERANS AFFAIRSSupervisory Organization
ODVA - Central OfficeJob Posting End Date
Refer to the date listed at the top of this posting, if available. Continuous if date is blank.
Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.
Estimated Appointment End Date (Continuous if Blank)
Full/Part-Time
Full timeJob Type
RegularCompensation
Job Description
This position is for a P-Card Administrator for the Finance Division – Central Office
OK Department of Veterans Affairs
2132 NE 36th St
Oklahoma City, OK 73111
Annual Salary: $55,000.00
Basic Purpose
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.
Typical Functions
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.
Level Descriptor
At this level employees are assigned responsibilities, which are limited in size or scope involving the direction, management, coordination, or implementation of various programs or functions within an agency. This may include professional level work with responsibility for an important component or function of a comprehensive or specialized operating program, providing services in a variety of management areas such as formulation of agency policies, budget preparation, physical plan operations, or personnel and fiscal management.
Knowledge, Skills, Abilities and Competencies
Knowledge, Skills and Abilities required at this level include knowledge of accounting and finance, of financial reports, of accounting ledgers and journals, of computer technology related to accounting systems, of general computer technology, and procurement. Ability is required to compile basic financial reports, to review and analyze financial information, to maintain routine accounting data, and to resolve problems. Ability to communicate both verbally and written with peers and a team.
Education and Experience
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.
Equal Opportunity Employment
The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.
Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.
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