P-CARD ADMINISTRATOR/PURCHASING COORDINATOR

General Purpose of the Position: Primary function is to act as the main administrator of the P-Card Program and handle all duties and assignments associated with that responsibility. Additionally, administrative support and coordination to the Purchasing Division and City Departments in a variety of purchasing related services and performs all related work as directed.

Essential Duties and Responsibilities:
•Responsible for the overall administration of the P-Card program.
•Issues P-Cards (with proper authorization), establishes and changes cardholder profiles and maintains a fileof all cardholder agreements and information.
•Reviews monthly statements and all supporting documentation to ensure all purchases are valid andlegitimate City business transactions in compliance with the P-Card policies and procedures. Creates ad-hoc reports on spend and utilization as required.
•Reports any discrepancies or issued with the program or cardholders to the Purchasing Manager.
•Responsible for coordinating and delivering semi-annual P-Card training (or as often as required) and formaking sure that any year-end rebates are obtained.
•Implements policy changes as needed and communicates changes to cardholders, designated approversand department directors.
•Responsible for facilitating the month-end reconciliation process.
•Serves as liaison on all P-Card related matters with P-Card provider such as lost or compromised P-Cards,transaction thresholds, dispute resolution, etc.
•Assists Purchasing staff and/or City departments with administrative duties relevant to the Purchasingfunction, including Tyler Munis purchasing training, which includes requisition entry, purchase orderchange orders, etc.

Processes purchase requisitions and change orders.
•Understanding of purchasing policies, practices and procedures, including familiarity with stateprocurement laws and regulations. Ability to review and process purchasing documents, ensuringcompliance with departmental and state guidelines.
•Provides purchasing assistance to internal and external customers
•Ability to track and maintain purchasing records and documentation in an organized manner.
•Coordinates and/or responds to public records request
•Updates and maintains the internal site and external site for the Purchasing department as needed toensure current and accurate information.
•Maintains and orders all offices supplies

Knowledge, Skills and Abilities Required:
•High attention to detail, with the ability to review purchasing documents and vendor contracts for accuracyand completeness.
•Accurate, detail-oriented, and organized.
•Ability to respond appropriately to inquiries and provide accurate data.
•Knowledge of procurement laws, regulations, policies and procedures.
•Ability to be adaptable, set priorities, manage time and meet deadlines
•Ability to communicate effectively, orally, by phone, in person, and in writing
•Works independently with limited supervision.
•May be required to demonstrate the ability to read and comprehend solicitation responses, contractdocuments, as well as skill in writing legally sufficient documents in a compelling and concise manner.
•Performs other related duties assigned.

Computer Equipment and Software requirements: Experience with computers and software packages such as Word, Excel, Microsoft Office, and Procurement Software. Must have a high degree of clerical aptitude and perform a wide range of administrative functions.

Education and Experience Required:
Associate Degree in Public Administration, Business Administration or related field and one (1) year of P-Card Program Administration or Bookkeeping experience required

At the discretion of the City Administrator or designee, an equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills, and ability to successfully perform the essential functions of the job will be considered.

Valid Florida Driver License is required or ability to obtain within 30 days of establishing residency in Florida and ability to maintain a valid Florida driver’s license.