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 file of all cardholder agreements and information.
  • Reviews monthly statements and all supporting documentation to ensure all purchases are valid and legitimate 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 issues with the program or cardholders to the Purchasing Manager.
  • Coordinates and delivers semi-annual P-Card training (or as often as required) and for making sure that any year-end rebates are obtained.
  • Implements policy changes as needed and communicates changes to cardholders, designated approvers and department directors.
  • Facilitates 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 Purchasing function, including Tyler Munis purchasing training, which includes requisition entry, purchase order change orders, etc.
• Processes purchase requisitions and change orders.
  • Understanding of purchasing policies, practices and procedures, including familiarity with state procurement laws and regulations.
  • Able to review and process purchasing documents, ensuring compliance with departmental and state guidelines.
  • Provides purchasing assistance to internal and external customers.
• Understanding of purchasing policies, practices and procedures, including familiarity with state procurement laws and regulations.
  • Able to review and process purchasing documents, ensuring compliance with departmental and state guidelines.
• Ability to track and maintain purchasing records and documentation in an organized manner.
  • Coordinates and/or responds to public records requests.
• Maintains and orders all offices supplies.
  • Updates and maintains the internal site and external site for the Purchasing department as needed to ensure current and accurate information.

Environmental Conditions

Indoor/Office environment; high noise environment while performing certain responsibilities. Must be able to work closely with others and under possible stressful conditions.

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.