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 City’s 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

• Knowledge of local, state, and federal guidelines, regulations for procurement of supplies and materials in municipal government.
• Knowledge of City policies and procedures.
• Knowledge of computers and related equipment, hardware and software for area of assignment.
• Ability to communicate effectively and clearly, both orally and in writing.
• Ability to identify problems and propose solutions in a timely manner.
• Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
• Ability to handle tasks with minimal supervision and direction.
• Ability to develop and maintain positive and effective working relationships with vendors, managers, employees and other agencies.
• Ability to resolve problems quickly and effectively.
• Skill in resolving customer complaints and concerns.
• Skill in effectively reviewing work and providing technical assistance to assigned staff.
• Must possess strong written and oral communication skills.

Education and Experience

• Bachelor's Degree in related field plus four (4) years progressively responsible experience in public procurement or purchasing card administration functions to include relevant experience in administering purchasing cards, handling contracts and procurements through the entire procurement process; or an equivalent combination of education and related experience.
• Certified Professional Public Buyer (CPPB) or Certified Purchasing Card Professional (CPCP) Certification preferred.

SALARY: $58,000 - $75,000/yr + M/D/V benefits