Procurement Analyst I (P-Card Program Administrator)

Frederick County Government•Winchester Hall - Frederick, MD

12d•Hybrid

About The Position

Under the supervision of the Director or Assistant Director, the P-Card Program Administrator manages Frederick County Government’s Purchasing Card (P-Card) Program in compliance with all established policies and procedures. The Administrator trains cardholders and supervisors, serves as the primary liaison to the County’s P-Card vendor, and oversees the authorization, control, and monitoring of P-Card activity. Responsibilities include responding to inquiries, resolving issues, conducting new and annual p-card trainings, completing daily, weekly, and monthly internal processes, and auditing statements and transactions to ensure accurate and accountable program operations. Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.

Requirements

Bachelor's degree in business administration, finance, or a related field
Associate's Degree in business administration, finance, or a related field with 2 years experience in procurement analysis, contract administration, or a related field; or a High School Diploma (or equivalent) and 4 years experience in procurement analysis, contract administration, or a related field.
Basic knowledge of procurement and purchase card and contract policies, processes, and procedures
Basic knowledge of procurement and purchase card methods, documentation, solicitation, and contract administration
Basic knowledge of research techniques
Skilled in procuring goods and services
Skilled in customer service
Skilled in written and spoken communication
Skilled in contract, vendor pricing, and procurement research
Ability to process purchase orders and requisitions
Ability to assist with procuring goods and services
Ability to draft procurement and other various documents
Ability to provide guidance to others on procurement matters

Nice To Haves

Experience managing a public-sector P-Card program
Experience in public purchasing processes
Experience using INFOR Lawson
Experience using JP Morgan Chase PaymentNet
Experience conducting statement audits and reviewing transactions

Responsibilities

Ensure enrollment forms are completed properly, authorize and issue P-Cards to approved Cardholders, and maintain files
Manage all P-Card accounts: account set-up and closing, set/monitor account dollar limits and all other account controls
Monitor and audit purchasing card transactions throughout each billing cycle to identify audit exceptions i.e. circumvention, inappropriate procurement activities, charge for taxes, etc.
Maintain accurate and detailed record keeping for all card holders
Ensures purchasing card transactions are made according to policy and procedures, and applicable regulations.
Establish card restrictions, revoke cards per the terms and conditions of FCG policies and procedures
Establish, enforce and maintain policies and procedures for the issuance, usage, termination of purchasing cards.
Conduct training with divisions and departments on the proper usage of FCG credit card and approve transactions as needed
Assist in special projects as needed, including but not limited to, system enhancements, program expansion and upgrades
Assist in preparation of correspondence to vendors, internal departments.
Serve as liaison between JP Morgan and FCG employees
Coordinate issues that arise from P-Card purchases/payments on behalf of FCG cardholders
Act as the FCG liaison to the P-Card vendor
Create and maintain the Procurement End User Manual, update as appropriate
Recommend program modifications in order improve and utilize program features
Track P-Card activity by cardholder and department
Handle card security issues, such as fraud, compromised accounts, stolen/lost cards by working with cardholders and the P-Card vendor
Set up reconciliation schedules for cardholders
Coordinate reconciliations of the cardholders transactions within INFOR
Prepare reports for management on P-Card statistics on a monthly, quarterly and annual basis
Perform other related duties as required

Benefits

11 days of Vacation leave with increase after 2 years of employment
15 days of Sick leave with unlimited annual carryover
11 paid holidays, plus 2 additional floating holidays
Day 1 coverage of comprehensive Medical Insurance Plan options
Generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan)
Dental, Vision, and Flexible Spending
Employee Health Center with no or low-cost primary and urgent care
100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
County and Employee funded Defined Benefit Pension Plan
Vesting after 5 years of service
Additional service credit for eligible previous public service, military service, etc.
Employee Assistance Program
Employee Wellness Program
Generous Tuition Reimbursement Program
Deferred Compensation Plan
Legal Resources
Supplemental Life Insurance
Critical Illness, Accident, and Hospital Indemnity Insurance
Lifetime Benefit with Long Term Care plan