Management & Budget - Project Services Coordinator

Department of Children, Youth and Families

Tile: Project Services Coordinator

Division: Management & Budget

Hours: M-F 8:30am-4:00pm

Onsite

Project Services Coordinator, Accounts Payable

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

Court-Ordered Travel Coordination

• 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