Procurement Associate III (Procurement Card/Reimbursement Auditor)

Title: Procurement Associate III (Procurement Card/Reimbursement Auditor)

Salary Range: $3,490- $4,363 per month

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: Bluegrass Community & Technical College

Campus Location: Bluegrass C&TC - Leestown Campus

Department: Finance and Operations

Total Rewards

Bluegrass Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The Procurement Card (Procard)/Travel Auditor provides the internal audit function for all procurement card purchases and expense reimbursements. This position serves as the primary administrator, authority and subject matter expert for all procurement card functions and reimbursements at Bluegrass Community & Technical College (BCTC). This position plays a critical role in ensuring the college's financial integrity and operational compliance by managing the daily administration, monitoring, training, and auditing of all procurement card activities and reimbursement requests college wide. This position audits, ensures compliance with procurement law and KCTCS/BCTC policy and procedure, and approves reimbursement requests.

Acting as a strategic liaison between BCTC and the Kentucky Community and Technical College System (KCTCS) Business Office, this position ensures all procurement card and reimbursement transactions comply with institutional policies, state statutes, and federal regulations. The role demands a high level of attention to detail, sound judgment, and the ability to navigate complex financial systems, policies, and reporting requirements. The Procurement Card/Reimbursement auditor also provides training, guidance, and support to college employees involved in purchasing, accounts payable, and travel processes, contributing significantly to the overall fiscal health and accountability of the college.

Job Duties:

1. Comprehensive Oversight of the Procurement Card Program: Manage all aspects of the BCTC procurement card program, including day-to-day operations, compliance enforcement, and internal controls. Ensure all cardholder activities align with the KCTCS ProCard Program policies and applicable laws.
2. Strategic Liaison Role: Serve as the primary point of contact between BCTC and KCTCS procurement card staff, facilitating seamless communication, issue resolution, and program alignment across both institutions.
3. Compliance Auditing and Transactional Oversight: Conduct thorough reviews and audits of all procurement card transactions to ensure complete and accurate documentation, policy adherence, and regulatory compliance. Investigate discrepancies and provide resolutions and additional training as needed.
4. Violation Monitoring and Reporting: Maintain a comprehensive tracking system for errors and procurement card violations, including documenting corrective actions and resolutions. Generate reports for leadership to support accountability and continuous improvement.
5. Training and Staff Development: Design and lead monthly training sessions on procurement card use for new and existing college personnel. Deliver customized one-on-one training for cardholders, supervisors, and department managers upon request.
6. Operational Support and Financial Guidance: Provide expert-level guidance to decentralized purchasing and administrative staff in the areas of purchasing compliance, accounts payable, travel reimbursement, budget review, and expenditure reporting.
7. Policy and Resource Management: Review and update BCTC’s procurement card policy materials, including website content and employee handbook sections, to ensure accessibility and accuracy of current guidelines and best practices.
8. Document Auditing & Transaction Processing: Audit vouchers and requisitions prior to processing. Ensure all supporting documentation is complete, accurate, and timely in accordance with internal and external audit standards.
9. Expense Report Auditing and Travel Reimbursement Approval: Audit and approve employee expense reimbursement requests for compliance and payment. Provide ongoing training and support for faculty and staff on travel policies, procedures, and reimbursement processes.
10. Fleet Fuel Receipt Reconciliation: Maintain organized and reconciled records of fuel receipts for all BCTC/KCTCS-owned vehicles, ensuring alignment with institutional accountability standards and vehicle usage policies.
11. Risk Management Documentation: Log and maintain certificates of liability and related insurance documentation to support departmental purchases and vendor transactions.
12. Fiscal Year-End Closing Support: Provide targeted support during the fiscal year-end closing process, ensuring all procurement card, voucher, requisition and employee reimbursement request activities are completed and reconciled in a timely manner and other fiscal year end tasks such as accrual submission are completed by established deadlines.
13. Other Duties as Assigned: Perform additional financial, administrative, and audit-related duties as directed by the Director of Purchasing & Accounts Payable, including special projects and compliance reviews.
    
    

Minimum Qualifications:

• Bachelor’s degree in Accounting, Business Administration, Finance or a related field, and four years of related experience or equivalent. 

Preferred Qualifications:

• Bachelor’s degree in Accounting, Business Administration, Finance or a related field, and six years of related experience or equivalent.

Additional Skills Requested:

• Ability to interpret and apply complex policies, procedures, and regulations including federal, state and local laws governing purchasing and accounts payable functions.
• Strong understanding of public procurement practices, financial compliance standards, and internal controls.
• Exceptional attention to detail and accuracy in financial documentation and auditing.
• Skilled in communication and training, with the ability to translate policy into practice for a wide range of staff.
  

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.