Provides clerical and administrative support to the central Purchasing office. Administers the City's p-card program and processes. Interprets and clarifies governing policies, regulations and procedures related to procurement and financial processes. Provides guidance, assistance and customer support to internal and external customers. Work is performed under general supervision and requires initiative, independent judgment, attention to detail, accuracy and meticulous follow through.
Administers the City's p-card program including card management, training and support for cardholders and managers, transaction review and approval, auditing and administration of bank software program. Orders p-cards from banks, cancels p-cards, reports lost and or stolen cards and updats existing cards to adjust spending limits. Performs spot audits to detect potential abuse and/or fraud and communicates findings with appropriate personnel. Diagnoses card declines and resolves as necessary. Researches and resolves disputed transactions. Maintains accurate records to ensure program compliance. Acts as liaison between the City and bank. Assesses, analyzes and tests systems for accuracy, completeness, exceptions and reporting opportunities. Recommends and implements approved changes to program security. Sets controls, spending profiles and updates general ledger. Monitors unreconciled activity. Responds to inquiries from internal and external auditors concerning p-card reconciliations. Develops training material and trains employees from all departments on p-card policies and procedures, report creation, expense allocation and transaction review. (40%)
Interprets and applies governing policies and regulations related to the purchasing process. Develops and submits newspaper advertising and posts bids and updates on the City's internal and external websites. Maintains and updates various purchasing information in software applications and/or programs, including the coordination of any related training for users. Provides training in related computer software and/or programs to team members. (25%)
Creates, modifies, proofreads and processes various incoming and outgoing forms, templates, and documents. Assists in developing and implementing standard operating procedures to increase productivity and efficiency. Processes public records requests. Prepares agendas and minutes for meetings. Provides desk and phone coverage for functional areas. Performs a variety of administrative and clerical tasks such as typing, filing, and electronic records retention. Serves as the team's primary database administrator for documents and retention requirements. Uses word processing and spreadsheet software to retrieve, input, and analyze data. Creates, processes, and balances journal entries and daily cash receipts. (20%)
Prepares and processes contract documents for appropriate approvals ensuring accuracy and compliance with established criteria, standards, state law, and City codes, policies and regulations. Assists with the maintenance and support of the centralized purchasing system. Compiles and reviews data related to renewals, modifications, change orders, and other informal purchasing contractual obligations. Prepares resolutions, memos, and other contract documentation. Coordinates and distributes approved contracts, change orders, renewals and other related documents for signature with contractors, vendors and City staff. (15%)
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
Required Knowledge, Experience, And Training
Requires education and/or experience to attain the following:
Two years of clerical, administrative or bookkeeping experience in a professional business environment, and a high school diploma or GED, or an equivalent combination of education and/or experience.
Working knowledge of general office practices and telephone etiquette; software applications used in spreadsheet, word processing, and database management; customer service principles and practices; basic arithmetic; basic accounting terms and principles.
Ability interpret governing regulations, policies and procedures; multi-task and work effectively with frequent interruptions; provide excellent internal and external customer service; maintain complex clerical records and prepare reports from such sources; consolidate information from various sources into a prescribed report format; handle customer complaints effectively and in a professional manner; provide quality customer service; utilize computers to enter, retrieve and manipulate data; effectively explain departmental policies and procedures under adverse conditions; compile written documents clearly and concisely; effectively use word processing, spreadsheet and database software and learn other software as necessary; use good judgment and problem-solving skills to develop sound conclusions and recommendations; display an attitude of cooperation and work harmoniously with all levels of City employees, the general public and other organizations; communicate effectively in the English Language at a level necessary for efficient job performance; work effectively under time constraints; complete assignments in a timely fashion; understand and comply with all rules, policies and regulations; maintain prompt and regular attendance; perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.
Individuals must be capable of operating vehicles safely and have an acceptable driving record.
Preferred Knowledge, Experience, And Training
Three years of experience in a professional business environment, preferably working in a purchasing or financial field. Current Notary Public License. Experience working in a government setting desired.
Licensing And Other Requirements
Valid Idaho driver's license.
All applicants must be able to successfully pass City of Boise background check processes which include reference checks and criminal history checks.
Applicants must be able to pass, or have:
Driving Record Check
The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is occasionally lifting/carrying up to 10 lbs and rarely lifting/carrying up to 20 lbs. The noise level is always moderate. Work includes sensory ability to talk, hear, touch and feel. Work in this position also includes close vision. Employees will sit, reach and grasp. Position requires hand/finger dexterity.
The work environment will include inside conditions.