Position Summary
The Project Services Coordinator supports the Accounts Payable team with two core functions: administration of state procurement (P-card) accounts and coordination of court-ordered travel arrangements for children in the care of the state. This role requires meticulous attention to detail, strict adherence to state financial policies, and sensitivity to the needs of a child welfare population.
Key Responsibilities
Procurement Card Administration
- Manage the intake, distribution, and tracking of state procurement cards issued to authorized staff
- Monitor cardholder compliance with state purchasing policies and spending limits
- Reconcile monthly P-card statements against receipts and supporting documentation
- Flag discrepancies, unauthorized purchases, or missing documentation for follow-up
- Maintain accurate records of cardholder assignments, card status, and transaction logs
- Assist with periodic audits and respond to internal/external audit requests related to card usage
- Serve as a point of contact for cardholders on procurement policy questions and card-related issues
- Arrange travel logistics (transportation, lodging, and related accommodations) for children in state care pursuant to court orders
- Coordinate with caseworkers, courts, foster/kinship families, and providers to confirm travel requirements and schedules
- Ensure travel arrangements comply with applicable state policies, confidentiality requirements, and any court-specified conditions
- Process related expense documentation and ensure timely reimbursement or direct payment
- Maintain accurate, confidential records of travel arrangements and associated costs
- Troubleshoot last-minute changes or disruptions to travel plans with appropriate urgency and discretion
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