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 recommend solutions.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• Must possess a valid driver’s license.
• This position requires a criminal background check.
• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is exempt/salary exempt.  The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m. However, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY: $50,200 - $54,000 commensurate with experience.

LOCATION/WORK MODEL: Full-time/On-site

Note: Employment-based visa sponsorship will NOT be considered for this position.

 

Application Deadline Date: The position may be open for 14 days with a minimum of 7 days; however, the review of applications will commence immediately.

Application Process:

In addition to completing the online application, all applicants are required to upload the following as attachments to the application (preferably in PDF format):

• Cover Letter
• Resume
• Three (3) Professional References

If any of these three items are missing, you will not be considered for the position.

References will not be contacted unless you are selected as a finalist for the position.

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

Employment is contingent upon eligibility to work in the US. An appointment is not final until proof is provided.

FLORIDA POLY BENEFITS INFORMATION

Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation.

Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735.

RETIREMENT

Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future. Click Here for more information. 

OTHER BENEFITS

• Discounts & Perks

• Annual Leave

• • To help promote work-life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008.

• Sick Leave

• • Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program.

• Employee Assistant Program (EAP)

EXPLORE LAKELAND FLORIDA

Conveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida.

SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS:

 

Required attachments are listed on each posting.   Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered. 

 

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire. 

 

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

 

All document(s) must be received on or before the closing date of the job announcements.

  

This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.