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Job Summary
Under the general direction of the Purchasing Manager, the Purchasing/P-Card Administrator is responsible for the preparation and processing of purchase orders and documents in accordance with the City of Colony policies and procedures; as well as, coordinating, implementing and administering the Citys purchasing card (P-Card) program.
Examples of Duties
- Administers day to day processing of purchase order requisitions, issuing purchase orders, understanding budgetary issues and developing a working knowledge of the City's purchasing systems.
- Monitor the status of purchase order spending and budget to ensure alignment with organizational needs.
- Provide monthly financial analysis pertaining to purchase orders.
- Monitors purchasing card (P-Card) activity, compliance with policies and procedures and usage patterns; investigates unusual patterns and analyzes expenditures; provides statistical data upon request.
- Analyzes City's total business requirements in various commodities to determine optimal method for purchasing and project timelines and related schedules to ensure needs are met in a timely manner.
- Processes purchasing card transactions in accordance with internal control standards; manages accounts and profiles, deactivates accounts, and drives reconciliation transactions.
- Supports audits on selected accounts; facilitates document archiving and retrieves documents requested for financial audits.
- Transmits, tracks confirmations, and files all purchasing related documents in a timely manner ensuring compliance with corporate, documentation and retention procedures.
- Communicates with cardholders on any questionable charge and clarifies all issues with departmental supervisors.
- Prepares and interprets reports in Excel, P-Card software, and City's ERP System.
- Serves as reference helpdesk for cardholder questions and assists cardholders with various issues. Provides training over-the-phone and in-person.
- Creates, modifies, suspends, and/or cancels cardholder accounts as needed during normal business hours and after-hours when necessary.
- Coordinates and manages information within the City's e-purchasing software.
- Provides customer service and support to maintain and establish effective working relationships with other City employees, officials and vendors.
- Communicates with vendors to locate goods and services as needed.
- Maintains accurate records and prepares written reports and correspondence.
- Administers purchasing card contract with vendor and performs research to implement the most recent advances in card technology.
- Performs other duties as assigned.
Typical Qualifications
- Knowledgeoflocal,state,andfederalguidelines,regulationsforprocurement of supplies and materials in municipal government.
- KnowledgeofCitypolicies andprocedures.
- Knowledge ofcomputers andrelatedequipment,hardwareandsoftwareforareaof assignment.
- Abilitytocommunicateeffectivelyandclearly,bothorallyandinwriting.
- Abilitytoidentifyproblemsandproposesolutions inatimelymanner.
- Abilitytogatherandanalyze dataanddrawconclusions andpresentdataandother information in a clear and logical manner.
- Abilitytohandletaskswithminimalsupervisionanddirection.
- Abilitytodevelop andmaintainpositiveandeffectiveworkingrelationships with vendors, managers, employees and other agencies.
- Abilitytoresolveproblemsquicklyandeffectively.
- Skillinresolvingcustomercomplaintsandconcerns.
- Skillineffectivelyreviewingworkandprovidingtechnicalassistancetoassignedstaff.
- Must possess strong written and oral communication skills.
Education and Experience
- Bachelor's Degree in related fieldplus four (4) years progressivel responsible experienceinpublicprocurement orpurchasing cardadministrationfunctionstoinclude relevant experience inadministering purchasing cards, handling contracts and procurements throughtheentireprocurement process; oranequivalent combination of education and related experience.
- Certified Professional Public Buyer (CPPB) or Certified Purchasing Card Professional (CPCP) Certification preferred.
