PROCUREMENT CARD & VENDOR RELATIONS COORDINATOR

Procurement Specialist

Responsible, complex, specialized paraprofessional work, including Procurement Card (P-CARD) Program services, vendor relations, and assisting the Procurement Contracting Officers in issuing purchase orders, contract research for piggybacking purposes, bid solicitation of a simple nature, and contract administration.

Work involves interacting with other governmental entities to obtain contracts, monitoring existing contracts to determine the need for extension of contracts or issuing new solicitation, market research, assisting in issuing bid postings and electronic solicitations, tabulating competitive informal and formal bids / proposals, and posting notices and awards electronically. Work also includes overseeing the P-Card Program, training others on use, reconciliation of accounts, and interacting with the service provider and bank, as well as overseeing the Vendor Relations program and trainings. Employees in this classification will independently perform duties which require the exercise of judgment in making decisions in accordance with policies and practices of the department, and the laws or regulations controlling the centralized procurement operation. Additional work includes assisting procurement staff in contract administration.

Work assignments are received in the form of suggestions or general outlines, and employees in this class may develop and refine their own routine and are required to independently carry their work to completion. Supervision is received from the Procurement Contracting Manager, or designee, who reviews work progress and completed work to assure conformance with established policies and procedures.

Supports Procurement Contracting Offers by drafting and issuing notice of awards, award letters, and award sheets; creating and maintaining contract files; and scanning documents for electronic filing. Oversees and serves as point of contact for Vendor Registration process. Designs and delivers training programs on vendor registration and vendor processes. Creates, maintains, and serves as a point of contact for all P-Card matters, policies and procedures. Implements P-Card policy changes, as needed, and communicates changes to customers and vendors. Distributes citywide P-Card forms to various user departments. Monitors and tracks P-CARD transactions and usage utilizing computer software. Ensures compliance based on federal, state, municipal laws, policies and procedures. Maintains required documentation on card holders. Responsible for the record keeping of P-Card Cardholder Agreement Forms, original applications, account numbers, default payment counseling, and related materials and information. Designs and delivers training programs to internal customers on P-Card processes and procedures. Educates customers on the proper use of a P-Card, associated policy information, and any changes to same. Reviews P-Card cardholder statements and receipts for reconciliation payment purposes and ensures compliance with policies and procedures. Informs customers in writing of P-Card usage violations and maintains records of violations. Assists cardholders in resolving P-Card disputed charges and manages fraud cases. Coordinates update changes to P-Card Program with bank representatives on City's behalf. Ensures that P-Card purchases are not artificially divided to avoid soliciting competitively. Works with finance representatives on reconciliations to ensure all P-Card holders have completed all required actions by published deadlines. Performs transaction audits of P-Card transactions. Processes information required to maintain organizational reporting and authorization hierarchy as required by the P-Card Program. Prepares cardholder and organizational usage reports. Conducts studies and collects data on current market conditions, specifications, scope of work, or scope of services to keep informed on market trends, market changes, and commodities. Coordinates with other governmental entities to obtain contracts for piggybacking purposes. Maintains and updates the contract management system. Assists in contract management and administration by soliciting periodic evaluations from user departments on vendor performance. Initiates and maintains ongoing communications with end-user departments to make decisions on contract extensions, terminations and the need for issuance of new solicitations; ensures that user department's budget allocations support extending the contract; and corresponds with vendors to confirm their desire to extend existing City contract, if applicable. Maintains a tracking system for the receipt of documents required for contract awards; maintains ongoing communication with end-user departments to ensure timely receipt of all necessary documentation. Monitors city-wide and departmental contracts to ensure that purchase orders authorized under the contract do not exceed the amount authorized by the City Commission. Researches and compiles data for complex purchasing reports for Department Director. Performs related work as assigned.

A minimum of 60 college credits and two (2) years of procurement experience which must have included assisting in drafting procurement resolutions for award of bids or proposals, or drafting of award notifications and recommendations in compliance with established contracts for goods or services. Experience in the public sector is highly desirable. Proficiency utilizing computer applications such as Microsoft Word and Excel, or e-procurement software is desirable. OR Equivalent combination of education and experience beyond a high school diploma or its equivalent and two (2) years of the required experience.