City of Miami
PROCUREMENT CARD & VENDOR RELATIONS COORDINATOR
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.
This is a supplemental recruitment. Applicants who recently applied but were deemed ineligible and wish to be considered for this position must re-apply by the closing date.
Essential Functions
Supports Procurement Contracting Officers by drafting and issuing notice of awards, award letters, and award sheets; creates and maintains contract files; and scans 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.
Minimum Requirements
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.
Documentation Requirements Applicants, including City of Miami employees, must upload and submit attached copies of the following documents with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile but they will not attach automatically and you will be deemed ineligible without the proper documentation.
ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT.
THE FOLLOWING DOCUMENTS ARE REQUIRED AT TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF: For additional list of approved credential evaluation agencies visit the Florida Department of Education.
Proof of education in the form of Associate's Degree or transcript showing 60 college credits or higher. Foreign diplomas/degrees must be submitted with an approved credential evaluation agency*. Translations of diploma/degrees are not accepted. If degree/diploma does not reflect the academic major on its face, transcripts indicating degree completion must be submitted. Audit/Academic reports are not accepted as substitutions for college transcripts.
To qualify under the equivalency clause, an applicant must provide proof of education in one or more of the following applicable forms: copy of high school diploma or higher.
Approved Credential Evaluation Agencies: Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by: An accredited four-year college or university in the United States, OR a current member of the National Association of Credential Evaluation Services (NACES), OR a current member of the Association of International Credential Evaluators (AICE), OR a recognized Professional Organization
It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear and legible for eligibility determination or risk being disqualified.
Applicants, including City of Miami employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes are not required and will not be reviewed in place of the employment application.
It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications, when submitting application(s), failure to do so may result in disqualification.
Applicants must provide a valid email address in order to receive notification of eligibility.
Veterans Preference Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (Member 4) and the applicable FDVA- Veteran's Preference Certification Form(s) in accordance with rule 55A-7.013 - Documentation of Preference Claim, must be submitted with the employment application.
FDVA Certification Forms: Please complete the applicable Veterans' Preference Certification Form(s). Form(s) must be uploaded with your employment application along with acceptable proof of veterans' preference.
Form VP1: VETERANS' PREFERENCE CERTIFICATE
Form VP2: CURRENT MEMBER OF THE RESERVE CERTIFICATION
Form VP3: UNREMARRIED WIDOW or WIDOWER CERTIFICATE
Selection Preference for City Residents In accordance with APM 2-02, applicants for classified positions who are City of Miami residents and new hires will receive preference in selection from interview ranking bands provided that any two (2) of the following documents are submitted with the employment application and again at time of interview:
Utility bill dated within 60 days of the date of submission
Valid Florida Driver License or State-issued I.D.
Property Tax Statement dated within 1 year of the date of submission
Properly executed valid lease agreement
Homestead Exemption dated within 1 year of the date of submission
Motor Vehicle Registration dated within 90 days of the date of submission
Official school records or transcripts, dated within 90 days of the date of submission
W-2 (or 1099) Tax Form dated within 1 year of the date of submission
City of Miami residents are granted selection preference over non-City of Miami residents within the same ranking band resulting from an interview process.
Selection Preference: Selection preference within the same ranking band resulting from an interview process will be granted in the following order: 1) preference eligible veterans, 2) active City of Miami employees, 3) City of Miami residents, 4) all others.
OPEN/NON-COMPETITIVE
An Equal Opportunity Employer
Employment type Full-time
Seniority level Entry level
Job function Purchasing and Supply Chain
Industries Government Administration
#J-18808-Ljbffr
This is a supplemental recruitment. Applicants who recently applied but were deemed ineligible and wish to be considered for this position must re-apply by the closing date.
Essential Functions
Supports Procurement Contracting Officers by drafting and issuing notice of awards, award letters, and award sheets; creates and maintains contract files; and scans 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.
Minimum Requirements
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.
Documentation Requirements Applicants, including City of Miami employees, must upload and submit attached copies of the following documents with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile but they will not attach automatically and you will be deemed ineligible without the proper documentation.
ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT.
THE FOLLOWING DOCUMENTS ARE REQUIRED AT TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF: For additional list of approved credential evaluation agencies visit the Florida Department of Education.
Proof of education in the form of Associate's Degree or transcript showing 60 college credits or higher. Foreign diplomas/degrees must be submitted with an approved credential evaluation agency*. Translations of diploma/degrees are not accepted. If degree/diploma does not reflect the academic major on its face, transcripts indicating degree completion must be submitted. Audit/Academic reports are not accepted as substitutions for college transcripts.
To qualify under the equivalency clause, an applicant must provide proof of education in one or more of the following applicable forms: copy of high school diploma or higher.
Approved Credential Evaluation Agencies: Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by: An accredited four-year college or university in the United States, OR a current member of the National Association of Credential Evaluation Services (NACES), OR a current member of the Association of International Credential Evaluators (AICE), OR a recognized Professional Organization
It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear and legible for eligibility determination or risk being disqualified.
Applicants, including City of Miami employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes are not required and will not be reviewed in place of the employment application.
It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications, when submitting application(s), failure to do so may result in disqualification.
Applicants must provide a valid email address in order to receive notification of eligibility.
Veterans Preference Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (Member 4) and the applicable FDVA- Veteran's Preference Certification Form(s) in accordance with rule 55A-7.013 - Documentation of Preference Claim, must be submitted with the employment application.
FDVA Certification Forms: Please complete the applicable Veterans' Preference Certification Form(s). Form(s) must be uploaded with your employment application along with acceptable proof of veterans' preference.
Form VP1: VETERANS' PREFERENCE CERTIFICATE
Form VP2: CURRENT MEMBER OF THE RESERVE CERTIFICATION
Form VP3: UNREMARRIED WIDOW or WIDOWER CERTIFICATE
Selection Preference for City Residents In accordance with APM 2-02, applicants for classified positions who are City of Miami residents and new hires will receive preference in selection from interview ranking bands provided that any two (2) of the following documents are submitted with the employment application and again at time of interview:
Utility bill dated within 60 days of the date of submission
Valid Florida Driver License or State-issued I.D.
Property Tax Statement dated within 1 year of the date of submission
Properly executed valid lease agreement
Homestead Exemption dated within 1 year of the date of submission
Motor Vehicle Registration dated within 90 days of the date of submission
Official school records or transcripts, dated within 90 days of the date of submission
W-2 (or 1099) Tax Form dated within 1 year of the date of submission
City of Miami residents are granted selection preference over non-City of Miami residents within the same ranking band resulting from an interview process.
Selection Preference: Selection preference within the same ranking band resulting from an interview process will be granted in the following order: 1) preference eligible veterans, 2) active City of Miami employees, 3) City of Miami residents, 4) all others.
OPEN/NON-COMPETITIVE
An Equal Opportunity Employer
Employment type Full-time
Seniority level Entry level
Job function Purchasing and Supply Chain
Industries Government Administration
#J-18808-Ljbffr