Purchasing Card Jobs in Georgia (NOW HIRING)

JOB SUMMARY
This position performs a variety of routine to complex financial and administrative duties involved in the procurement of goods and services for the City, managing the disposal of surplus property, and performing related administrative and supervisory work as assigned. The incumbent is charged with planning, organizing, and implementing programs within major organizational policies, and reporting program progress to executive-level administration through reports and conferences.
ESSENTIAL JOB FUNCTIONS:
Procurement Administration
• Plan, organize, direct the day-to-day operations of the Purchasing Division.
• Develop, implement, and maintain procurement policies, procedures, and best practices.
• Maintain official procurement records and documentation for audit purposes.
• Ensure compliance with municipal purchasing ordinances, state procurement statutes, federal regulations, and internal controls.
• Provide procurement guidance and support to all City departments.
• Review and approve purchase requisitions, purchase orders, contracts, and procurement documentation.
• Monitor procurement activities to ensure timely delivery of goods and services while maximizing value to the City.
Competitive Solicitations
• Develop, coordinate, and administer competitive procurement processes.
• Prepare and issue Invitations to Bid (ITBs)
• Prepare and issue Requests for Proposals (RFPs), Qualifications (RFQs) & Quotes (RFQs)
• Coordinate pre-bid conferences, vendor inquiries, evaluations, negotiations, and contract awards.
• Ensure solicitations comply with applicable procurement laws and grant requirements.
Grant Procurement Compliance
• Ensure procurement activities comply with applicable federal and state grant requirements, including Uniform Guidance (2 CFR Part 200) and agency-specific regulations.
• Collaborate with grant managers and department directors to ensure purchases are eligible, properly documented, and competitively procured.
• Review procurement files to ensure grant compliance before expenditures are approved.
• Assist with grant monitoring, external audits, and compliance reviews.
• Maintain procurement documentation supporting grant-funded projects
Procurement Card (P-Card) Program Administration
• Manage and administer the City's Procurement Card Program.
• Develop and maintain P-Card policies and procedures.
• Issue, modify, suspend, and terminate purchasing card privileges.
• Monitor cardholder activity for compliance with purchasing policies.
• Review transactions, resolve discrepancies, and investigate misuse.
• Conduct periodic audits of purchasing card transactions.
• Provide training to cardholders and approving officials.
Contract Administration
• Coordinate contract development, execution, amendments, renewals, and closeout.
• Maintain the City's contract database.
• Monitor contract compliance and vendor performance.
• Assist departments with contract administration issues.
Vendor Relations
• Develop and maintain positive vendor relationships.
• Promote fair and open competition.
• Resolve procurement-related disputes and vendor concerns.
• Encourage participation from small, local, minority-owned, women-owned, and disadvantaged businesses where applicable.
Financial & Operational Responsibilities
• Review purchase orders for accuracy, funding availability, and compliance.
• Coordinate procurement activities with Finance to ensure proper encumbrance of funds and budget compliance.
• Assist departments with procurement planning and forecasting.
• Prepare reports and procurement metrics for management and governing bodies.
Leadership & Supervision
• Promote continuous process improvement while providing excellent internal and external customer service.

• Prepares a variety of studies, reports, and related information for decision-making purposes.

• Attends staff, committee, and City meetings as required.

• Receives and responds to inquiries, concerns, complaints, and requests for assistance from City personnel, elected officials, and citizens regarding areas of responsibility.

• Prepares periodic and special financial reports as required by the City and other agencies.

• Develop and implement staff training programs on procurement laws and procedures in collaboration with department head.

• Performs other related duties as required or assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor's degree in business administration or closely related field.

• Seven (7) years of proven purchasing management experience or equivalent education, and/or experience. Local government purchasing experience including federal and state grant requirements a plus

• Extensive experience with procurement and purchasing RFP process

• Certified Professional Public Buyer (CPPB) or ability to obtain certification within 12 months of hire

• Experience managing an organization's purchasing card programs, inventory control, forecasting, and supplier metrics

• Experience developing and maintaining an organization's purchasing plan

Knowledge, Skills, and Abilities:

• Knowledge of personal computer equipment with skill in the use of Microsoft Office preferred, utilizing Outlook, word processing, spreadsheet, and presentation software programs; experience working in a mainframe environment preferred

• Ability to plan or direct others in the sequence of major activities and report on operations and activities which are very broad in scope

• Ability to negotiate, and exchange ideas, information, and opinions with others to formulate policy and programs or arrive jointly at decisions, conclusions, or solutions

• Ability to handle or use equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones, or similar equipment

• Ability to perform performing work involving the application of principles of logical thinking to diagnose or define problems, collect data and solve abstract problems with a widespread unit or organizational impact

• Ability to read reading journals, manuals, and professional publications; ability to communicate effectively; public speaking, presenting training; composing original reports, training, and other written materials, using proper language, punctuation, grammar, and style

• Ability to perform professional-level work requiring the application of principles and practices of a wide range of administrative or managerial methods in the solution of administrative or technical problems; requires a thorough understanding of operating policies and procedures and the ability to apply these to complex administrative problems; requires continuous, close attention to detail for accurate results with frequent exposure to unusual pressures.

• Ability to have excellent organizational and interpersonal skills and must be able to express ideas clearly & concisely both orally and in writing

• Ability to make decisions, affecting a large segment of the organization and the general public; works in a dynamic environment; responsible to assist in developing policy and practices

• Proficiency with ERP financial systems, procurement software, Microsoft Office Suite, and electronic bidding platforms.

• Thorough knowledge of municipal procurement principles and practices.

• Knowledge of federal, state, and local procurement laws.

• Knowledge of grant procurement requirements, including Uniform Guidance (2 CFR Part 200).

• Knowledge of governmental accounting principles related to purchasing, encumbrances, and purchase orders.

• Experience administering procurement card programs.

• Ability to prepare and administer complex solicitations.

• Ability to negotiate contracts and resolve disputes.

• Strong analytical and organizational skills.

• Excellent written and verbal communication skills.

• Ability to interpret laws, regulations, contracts, and technical specifications.

• Proficiency with ERP financial systems, procurement software, Microsoft Office Suite, and electronic bidding platforms.

The City has the right to revise this position description at any time and does not represent in any way a contract of employment.