Program Support Specialist

Job Summary

Program Manager/Program Support Specialist position with the ability to manage some or all ancillary programs within the City of Rockville Procurement Division. The programs that will require focus upon hire include management of the City-wide P-card program, management of the City's Minority, Female, Disabled, and Veteran (MFD-V) Program, Customer Training and Support, and Environmental Sustainability Program. This work requires a reactive and proactive approach involving regular contact within the department and contacts in other departments, outside agencies, and the general public supplying or seeking information on specialized matters related to the City's programs. The incumbent's general and administrative work is subject to standard procurement knowledge, practices and procedures with general supervisory review by the Division Director and/or designee and may include handling of sensitive, private, confidential, or proprietary information. The daily actions of the incumbent have direct impact on service delivery to City staff, City vendors, as well as indirect impact on the Rockville residents.

Note: Initial employment will require daily attendance within the office. Telework options may be offered at a later time.

Essential Job Functions

Management of the City-wide purchase card (P-card) program

The purpose of the City's P-Card Program is to establish a highly effective, efficient and convenient process to facilitate small dollar City purchases, which are not required to be competed on the open market.

• Administers procurement card contract with vendor and performs research to implement the most recent advances in card technology.

• Troubleshoots procurement card issues with users as they arise.

• Communicates with other City Departments to ensure a seamless upload of procurement data transaction details to the general ledger system.

• Develops and facilitates P-Card training programs.

• Monitors P-Card activity, compliance with policies and procedures and usage patterns; investigates unusual patterns and analyzes expenditures; provides statistical data upon request.

• Analyzes City's total business requirements in various commodities to determine optimal method for procurement and project timelines and related schedules to ensure needs are met in a timely manner.

• Processes procurement card transactions in accordance with internal control standards; manages accounts and profiles, deactivates accounts, and drives reconciliation transactions.

• Supports audits on selected accounts; facilitates document archiving and retrieves documents requested for financial audits.

• Transmits, tracks confirmations, and files all procurement related documents in a timely manner ensuring compliance with corporate documentation and retention procedures.

• Communicates with cardholders on any questionable charge and clarifies all issues with departmental supervisors.

• Prepares and interprets reports in Excel, P-Card software, and City's ERP System.

• Serves as reference helpdesk for cardholder questions and assists cardholders with various issues. Provides training over-the-phone and in-person.

• Creates, modifies, suspends, and/or cancels cardholder accounts as needed during normal business hours and after-hours when necessary.

Management of the City's Supplier Diversity Outreach Program (MFD-V)

The purpose of the City's MFD-V Outreach Program is to encourage and increase participation in regional jurisdiction procurement processes by Minority, Female, Disabled and Veteran (MFD-V) business.

• Integrates the outreach program into the overall procurement process and provides guidance to staff on various MFD-V outreach related topics whether detailed, controversial, complex or simple.

• Performs the identification, outreach and inclusion of contractors and vendors, with specific focus on MFD-V enterprises in the procurement of supplies and services.

• Implements outreach related best practices to increase MFD-V participation in contracting and other business with the City.

• Meets with potential vendors, regional jurisdictions, educational institutions and community organizations representing local businesses to encourage participation in the City's MFD-V solicitation processes.

• Creates, develops and implements MFD-V outreach initiatives.

• Encourages interest in the City's contracting opportunities.

• Plans and conducts workshops, seminars, networking sessions, etc. related to MFD-V outreach.

• Improves program processes, policies and procedures to minimize MFD=V outreach obstacles.

Customer Training and Support

Provide a training program (in-person and eLearning) available to all levels of employees within the City covering various topics of Procurement and procurement functions.

• Facilitate a combination of eLearning and in-person training opportunities. Develop and implement training programs for all City staff.

• Designing and developing a curriculum (e.g. for new/updated policies and procedures)

• Creating and updating any necessary materials such as PowerPoint presentations, handouts, booklets, etc.

• Assess the training needs and efficacy of each department.

• Utilize Neogov or other training software modules to develop schedules, training plans, courses, track attendance and issue tests/quizzes.

• Marketing information regarding training such as email blast, Neogov notifications, bulletins, etc.

Environmental Sustainability

The purpose of the City's Environmental Sustainability Program is to develop and manage the strategic sourcing of environmentally sustainable goods and services for the City's supply chain, while working across City departments to ensure the delivery of sustainable sourcing strategies for key goods and services impacting the City's environmental and social impact policies.

• Assists departments with development of environmental and social impact strategies and policies.

• Works with departments to develop and implement sustainable sourcing tools and processes for goods and services.

• Consolidates sustainable commodity category mapping data and supports departments and buyers in identifying environmentally sustainable commodity categories.

• Works with departments to develop solicitation requirements, specifications, terms, and conditions, as well as metrics, key performance indicators for solicitations, contracts, project management and performance remedy/damages.

• Reports progress and insights to key stakeholders, escalating issues as appropriate and identifying opportunities to improve efficiency of delivery of a sustainable sourcing strategy.

• Identifies gaps, best practices and opportunities for continuous improvement of sustainable sourcing strategies.

• Develops sustainable sourcing training, tools & materials for other departments and Procurement programs.

Possible assistance with development and management of other programs as necessary which may include, but not limited to, Information Systems and Data Analytics Support, File and Public Information Management, Contract Management Administration.

Qualifications

• Good working knowledge of file and vendor management

• General knowledge of governmental or similar procurement processes and practices

• Considerable knowledge of accounting, business, finance, economics, marketing, industrial management, quantitative methods, budgeting, business management, and contract management.

• Ability to communicate excellently both verbally and in writing.

• Considerable knowledge of computer programs such as Microsoft Office (word, powerpoint, excel, sharepoint), automated financial systems or Enterprise Resource Planning (ERP) systems, P-card software, etc.

• Ability to establish and maintain effective relationships with vendors and city staff at all levels.