Senior Buyer / P-Card Administrator

Senior Buyer / P-Card Administrator

Under general direction of the Purchasing Manager, the Senior Buyer / P-Card Administrator is responsible for coordinating, implementing and administering the City's procurement card (P-Card) program. Serves as the liaison between the City, card holders and the procurement card vendor. In addition, this position is responsible for the planning, coordination, scheduling, and processing of bids and proposals. This position ensures compliance with posting and advertising requirements as well as oversees the bid administration for all annual contracts; monitors bid and contract requirements from preparation of specifications to end of contract term. The position also communicates with vendors in retrieving specifications and bid evaluations and ensures coordination and monitoring of procurement processes of the City's needs for goods and services.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential job functions and other important duties include :

• Administers procurement card contract with vendor and performs research to implement the most recent advances in card technology.
• Troubleshoots procurement card issues with users as they arise.
• Communicates with other City Departments to ensure a seamless upload of procurement data transaction details to the general ledger system.
• Develops and facilitates P-Card training programs.
• Monitors 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 procurement and project timelines and related schedules to ensure needs are met in a timely manner.
• Processes procurement 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 procurement 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 preparations and review of specifications for bids / proposals; including creating electronic files and coordinating the tracking process.
• Assists in developing and maintaining an annual bid / contract list to provide City departments with current contract information.
• Facilitates cooperative purchasing agreements and execution of interlocals with other government agencies.
• Coordinates and manages information within the City's e-procurement software.
• Recommends and assists with the implementation of contract process improvements by identifying contracting issues and practices requiring modifications and clarifications of existing policies and procedures and provides recommendations to Buyers and administration.
• Ensures all bids / proposals are advertised via newspaper and published to the City website in accordance with state laws and procurement procedures.
• Provides guidance and ensures effective tracking for contract administration, compliance and spreadsheets by organizing, maintaining and electronically tracking all contracts and related documents while ensuring spreadsheets are maintained and current.
• Provides customer service and support to maintain and establish effective working relationships with other City employees, officials and vendors.
• Conducts formal bid openings for competitive solicitations; performs detailed analysis of bids to determine responsiveness to the solicitation; evaluates bidder's responsibility based on previous contract performance; creates spreadsheets to detail evaluations for purchasing analysis.
• Conducts periodic audits of contracts to ensure compliance with contact requirements, terms, conditions, and billing; prepares audit reports when necessary to document any contract deficiencies; submits written notification of deficiencies to vendor and administration; and resolves any discrepancies between contracted parties.
• Communicates with vendors to locate goods and services as needed.
• Maintains accurate records and prepares written reports and correspondence.
• Assists with day to day processes as needed such as processing requisitions, issuing purchase orders, understanding budgetary issues and developing a working knowledge of the City's procurement systems.
• Negotiates price and terms of Purchase Orders with prospective vendors and suppliers.

Other important duties include :

Job requirements include :

Education, training, experience, certificates, and / or licenses :

Environmental factors and conditions / physical requirements include :

Work environment :

Equipment and tools utilized :