Posting number: FY26-00642
Department: Procurement and Contracting
Job classification: Procurement Analyst I
Posting type: Open
Categories: Accounting and Finance, Professional, Purchasing
SummaryExempt; full-time; 40 hours per week; 7:30 a.m. - 4:30 p.m.; partial telework may be available in accordance with Division policies; full benefits
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.NOTE: Please note that the upper pay range reflected in the job posting reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy. For external hires, offers are made at the base wage rate.
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.
TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full-time benefited Frederick County Government employee.
- 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 (10 and 11 month employees may not receive all holidays)
- Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including 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.
- Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
- Generous Tuition Reimbursement Program
- Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan
NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year.
- 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
To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their essential functions. Qualifications
The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Bachelor's degree in business administration, finance, or a related field
Substitutions for the above-listed required education and experience are an 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.
KNOWLEDGE, SKILLS AND ABILITIES
A successful incumbent operating in this role displays the following:
- 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
PREFERENCE MAY BE GIVEN FOR:
- 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
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
- While working in this position, the employee is required to consistently sit
- While working in this position, the employee is required to consistently work indoors
KIND OF EXAMINATION (may include):
- An evaluation of training and qualifications
- One or more interviews