PASS 322 – Purchasing Card Administrator

PostedOctober21,2025

Internal/External

DateofAppointment:As soon as possible

Reportingto:Controller of Business Services

Description:Responsible for the oversight, administration and compliance of the Board's Purchasing Card (P-Card) program. This role ensure that all P-Card transactions adhere to Board policies and procedures, including purchasing, signing authority, and financial controls, while supporting schools and departments in efficient and accountable procurement practices.

The incumbent will serve as the subject matter expert for the P-Card system, providing leadership during upgrades, new system implementations, and process improvement initiatives.

Responsibilities:

• Manage issuance, cancellation, and modifications of P-Cards
• Maintain cardholder agreements and ensure proper documentation
• Coordinate with the financial institution for card services
• Ensure all P-Card transactions comply with HWCDSB purchasing and signing authority policies and all other relevant Board policies
• Monitor card usage for unauthorized or non-compliant purchases
• Implement internal controls to mitigate risk and ensure accountability
• Provide onboarding and ongoing training to cardholders and approvers
• Serve as the primary contact for P-Card inquiries and troubleshooting
• Review and reconcile monthly statements
• Prepare appropriate general journal entries
• Prepare reports for Finance and Audit teams, including establishing key performance indicators and dashboards
• Assist with year-end financial reporting and audits
• Recommend enhancements to the P-Card program based on usage trends and feedback
• Collaborate with Procurement and Finance to streamline purchasing processes
• Other duties as assigned

Qualifications:

• Minimum Post-secondary diploma or degree in Business Administration, Accounting or related field
• Experience in procurement, finance, or school board administration with a Canadian institution
• Strong understanding of public sector purchasing policies and financial controls
• Proficiency in financial systems, such as Sparkrock 365
• Accounting designation or working towards certification is considered an asset

Skills:

• Advanced proficiency in Microsoft Office
• Strong Communication skills (written and oral)
• Strong analytical and problem-solving skills, ability to gather, interpret, and analyze data for decision making.
• Ability to present complex data in an understandable format to various audiences
• Experience meeting deadlines, streamlining work processes, and working cooperatively
• Exceptional attention to detail and accuracy
• Strategic Thinking and Organizational and diagnostic skills.
• Ability to align system usage and processes.

Location:

Father Kennedy Catholic Education Centre – 90 Mulberry St., Hamilton ON L8N 3R9

Salary:

Professional Administrative Support Staff PASS 4 ($64, $82,161.00)

Lastdateforconsideration:TuesdayNovember3,:00pm

Please include the full posting title within the subject line. The resume must include two (2) Professional References. It must also include an authorization to contact references provided. Thank you to all applicants who submit their application. Please note only those applicants eligible for an interview will be contacted.

Schools and administrative sites within the Hamilton-Wentworth Catholic District School Board (HWCDSB) give witness to the truth that Jesus Christ is the foundation and the heart of Catholic Education and the centre of its community. Central to this vibrant and student focused system is a vision of students as uniquely created in the image of God. This commitment is expressed and realized in the Board's Mission which is:

"In union with our Bishop, to enable all learners to realize the fullness of humanity of which our Lord Jesus Christ is the model"

Hamilton-Wentworth Catholic District School Board (HWCDSB) is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of students and our community. We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities.

In our efforts to ensure an inclusive, diverse and representative workforce, HWCDSB will:

• value, promote and encourage the hiring of staff from under-represented communities;
• value applicants' additional experiences, lived experience, skills, backgrounds and perspectives
• collect voluntary self-identification data from applicants in accordance with the Ontario Human Rights Code, HWCDSB's Teacher Hiring Practices Administrative Procedures, and Ontario's Anti -Racism Data Standards.

Where the required skills, ability and qualifications of candidates are relatively equal, candidates who self-identity as a member of one or more under-represented groups may be selected.

The HWCDSB is also an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. We also recognize our duty to accommodate and foster a culture of inclusion. We will provide accommodations during the hiring process. If an accommodation is required, please inform the Human Resources Team or Hiring Manager in advance of any part of the process. All information received relating to a candidate's required accommodation will be addressed confidentially.