Expense Procurement Specialist

Job Posting Location: Claremont, CA Job Posting Title: Expense Procurement Specialist Job Description: ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. JOB PURPOSE: The Expense and Procurement Specialist is responsible for the College’s procurement and purchasing card processes in Workday. The role reviews purchase requisitions, purchase orders, and purchasing card expense reports, handles travel-related payment requests, and monitors purchasing card activity and related transactions. The position also analyzes College spending to identify opportunities for greater efficiency and stronger controls; supports faculty and staff on Workday procurement and expense processes; assists with system and process improvements; supports financial analysis, year-end activities, and special projects. This position reports to the Assistant Controller, Finance Operations. ESSENTIAL FUNCTIONS: Reporting directly to the Assistant Controller, Finance Operations, the Expense and Procurement Specialist performs the following duties: Procurement and Purchase Orders Reviews purchase requisitions, purchase orders, change orders, and related invoices in Workday. Monitors payments against purchase orders, resolves matching exceptions, and closes purchase orders when appropriate. Calculates contract and purchase order allocations or breakdowns as requested. Assists faculty and staff with procurement-related questions and issues. Purchasing Cards and Expenses Reviews and approves purchasing card expense reports, ensuring appropriate account coding, use-tax treatment, and accurate posting in Workday. Monitors purchasing card activity and outstanding expense reports; follow up with cardholders on overdue submissions; Tracks personal expenses charged to purchase cards, notifying cardholders of reimbursement requirements, and documents repayments to the College. Prepares and distributes weekly purchasing cardholder listings. Tracks taxable income associated with purchasing card transactions and other applicable expenses and submits information to Payroll or uploads supporting documentation to Box, as required. Reviews travel-related payment requests and responds to expense-related inquiries. Assists faculty and staff with purchasing cards and expense-related questions and issues. Accounting and Financial Reporting Perform year-end activities, including rolling forward and closing purchase orders, Supports the tracking, reconciliation, and resolution of procurement- and expense-related financial transactions. Process Improvement and Special Projects Participate in semiannual Workday testing to support system functionality and process accuracy. Analyze College spending to identify opportunities to streamline processes, improve efficiency, and strengthen internal controls. Develop and implement process improvements and update desk procedures, as needed. Conduct special analyses and complete projects requested by the Assistant Controller, Finance Operations; the Director of Financial Operations; or the AVP, Associate Treasurer & Controller. Perform other accounting-related projects, tasks, and duties as assigned. QUALIFICATIONS: Education: A high school diploma or GED, plus two years of college or business-school accounting coursework, is required. An equivalent combination of education and experience will also be considered. Experience: At least four years of general office experience is required, including two years in an accounting or purchasing office or equivalent related experience. Experience with Workday, word-processing software, and spreadsheet applications is highly desirable. Candidates must have excellen…

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