Address
Form of workSalary: $45,140.99 Annually
Location : City of Coral Gables, FL
Job Type: Full-time
Job Number: 0648-001
Department: Finance Department
Opening Date: 03/05/2024
Closing Date: 3/26/2024 11:59 PM Eastern
Summary
Primary function is to act as the main administrator of the P-Card Program and handle all duties and assignments associated with that responsibility. Additionally, the position will provide administrative and secretarial assistance to the Chief Procurement Officer and Senior Procurement Manager and performs office management duties.
Job Duties and Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
P-Card Administrator Duties:
Responsible for the overall administration of the P-Card program.
Issues P-Cards (with proper authorization), establishes and changes cardholder profiles and maintains a file of all cardholder agreements and information.
Reviews monthly statements and all supporting documentation to ensure all purchases are valid and legitimate City business transactions in compliance with the P-Card policies and procedures. Creates ad-hoc reports on spend and utilization as required.
Reports any discrepancies or issued with the program or cardholders to the Chief Procurement Officer.
Responsible for coordinating and delivering semi-annual P-Card training (or as often as required) and for making sure that any year-end rebates are obtained.
Implements policy changes as needed and communicates changes to cardholders, designated approvers and department directors.
Responsible for facilitating the month-end reconciliation process utilizing the SunTrust platform and EDEN financial modules.
Serves as liaison on all P-Card related matters with P-Card provider (currently SunTrust) such as MCC Codes, lost or compromised P-Cards, transaction thresholds, dispute resolution, etc.
Performs other tasks as required.
Administrative Assistant Duties
Handles division mail and phone calls. Provides information. Composes and prepares responses to correspondence. Maintains records and files. Operates computer, fax machine, and other office equipment.
Makes arrangements for conferences, meetings and travel.
Prepares materials for division meetings and public speaking presentations.
Prepares, maintains and distributes a variety of reports.
Conforms with and abides by all regulations, policies, work procedures and instructions.
Maintains and orders all offices supplies
Handles payroll activities for the division.
Performs other related tasks as required.
Qualifications
Associate Degree in Public Administration, Business Administration or related field and three (3) years of P-Card Program Administration or Bookkeeping experience required.
OR
Any appropriate combination of relevant education and/or work experience with a concentration in work with being responsible for a P-Card Program will be considered.
Additional Information
The City of Coral Gables is an Equal Opportunity Employer/Drug Free Workplace.
HOLIDAYS: 14 days including 3 floating days.
SICK LEAVE: 110 hours annually.
ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.
BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.
HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.
DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.
LIFE INSURANCE: Term Life and Accidental Death and Dismemberment equal to 1 x annual salary (up to $200,000) fully paid by the City.
VOLUNTARY BENEFITS: Several plans are available, such as Short Term Disability, Life Insurance and Critical Illness policies through payroll deductions.
LEGAL SERVICES: Legal Service plan available at a cost to all employees through payroll deductions.
POST EMPLOYMENT HEALTH PLAN (PEHP): The City deposits $950 annually into an individual account for each employee. Monies may be used to pay premiums or medical expenses after retirement.
DEFERRED COMPENSATION: Employees may defer a portion of their pre-tax salary in the 457 Deferred Compensation Program.
TUITION REIMBURSEMENT: $1,500 per semester ($6,000 maximum annually) as per the City's Rules and Regulations.
CELL PHONE: Cell phone provided at a monthly cost of $20.00, if required by department.
RECREATIONAL USE: Employee, spouse and immediate family members seventeen (17) years of age and under are entitled to the benefits below:
- Venetian Pool - No charge for daily admission.
- Tennis Centers - No charge for daily court fees
- Youth Center - 50% off residential rates for memberships and 25% off camps and other programs.
Golf at Biltmore & Granada:
- Monday through Friday - no charge
- Saturday, Sunday and Holidays:
- Before Noon - Twilight fees apply
- After Noon - No charge
(cart fees apply at all times)
PENSION:
City Retirement Plan - Mandatory employee contribution of 10 % of salary; Vesting period is 10 years.
OR
Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.
***Note: Benefits subject to change.***
Location : City of Coral Gables, FL
Job Type: Full-time
Job Number: 0648-001
Department: Finance Department
Opening Date: 03/05/2024
Closing Date: 3/26/2024 11:59 PM Eastern
Summary
Primary function is to act as the main administrator of the P-Card Program and handle all duties and assignments associated with that responsibility. Additionally, the position will provide administrative and secretarial assistance to the Chief Procurement Officer and Senior Procurement Manager and performs office management duties.
Job Duties and Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
P-Card Administrator Duties:
Responsible for the overall administration of the P-Card program.
Issues P-Cards (with proper authorization), establishes and changes cardholder profiles and maintains a file of all cardholder agreements and information.
Reviews monthly statements and all supporting documentation to ensure all purchases are valid and legitimate City business transactions in compliance with the P-Card policies and procedures. Creates ad-hoc reports on spend and utilization as required.
Reports any discrepancies or issued with the program or cardholders to the Chief Procurement Officer.
Responsible for coordinating and delivering semi-annual P-Card training (or as often as required) and for making sure that any year-end rebates are obtained.
Implements policy changes as needed and communicates changes to cardholders, designated approvers and department directors.
Responsible for facilitating the month-end reconciliation process utilizing the SunTrust platform and EDEN financial modules.
Serves as liaison on all P-Card related matters with P-Card provider (currently SunTrust) such as MCC Codes, lost or compromised P-Cards, transaction thresholds, dispute resolution, etc.
Performs other tasks as required.
Administrative Assistant Duties
Handles division mail and phone calls. Provides information. Composes and prepares responses to correspondence. Maintains records and files. Operates computer, fax machine, and other office equipment.
Makes arrangements for conferences, meetings and travel.
Prepares materials for division meetings and public speaking presentations.
Prepares, maintains and distributes a variety of reports.
Conforms with and abides by all regulations, policies, work procedures and instructions.
Maintains and orders all offices supplies
Handles payroll activities for the division.
Performs other related tasks as required.
Qualifications
Associate Degree in Public Administration, Business Administration or related field and three (3) years of P-Card Program Administration or Bookkeeping experience required.
OR
Any appropriate combination of relevant education and/or work experience with a concentration in work with being responsible for a P-Card Program will be considered.
Additional Information
The City of Coral Gables is an Equal Opportunity Employer/Drug Free Workplace.
HOLIDAYS: 14 days including 3 floating days.
SICK LEAVE: 110 hours annually.
ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.
BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.
HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.
DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.
LIFE INSURANCE: Term Life and Accidental Death and Dismemberment equal to 1 x annual salary (up to $200,000) fully paid by the City.
VOLUNTARY BENEFITS: Several plans are available, such as Short Term Disability, Life Insurance and Critical Illness policies through payroll deductions.
LEGAL SERVICES: Legal Service plan available at a cost to all employees through payroll deductions.
POST EMPLOYMENT HEALTH PLAN (PEHP): The City deposits $950 annually into an individual account for each employee. Monies may be used to pay premiums or medical expenses after retirement.
DEFERRED COMPENSATION: Employees may defer a portion of their pre-tax salary in the 457 Deferred Compensation Program.
TUITION REIMBURSEMENT: $1,500 per semester ($6,000 maximum annually) as per the City's Rules and Regulations.
CELL PHONE: Cell phone provided at a monthly cost of $20.00, if required by department.
RECREATIONAL USE: Employee, spouse and immediate family members seventeen (17) years of age and under are entitled to the benefits below:
- Venetian Pool - No charge for daily admission.
- Tennis Centers - No charge for daily court fees
- Youth Center - 50% off residential rates for memberships and 25% off camps and other programs.
Golf at Biltmore & Granada:
- Monday through Friday - no charge
- Saturday, Sunday and Holidays:
- Before Noon - Twilight fees apply
- After Noon - No charge
(cart fees apply at all times)
PENSION:
City Retirement Plan - Mandatory employee contribution of 10 % of salary; Vesting period is 10 years.
OR
Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.
***Note: Benefits subject to change.***
