Commercial Card Specialist

City Of Germantown Purchasing Card And Travel Card Program Manager

The City of Germantown is an Equal Opportunity Employer committed to an alcohol/drug-free workplace and to providing equal opportunities regardless of race, sex, color, religion, national origin, age or disability.

City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization's values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence.

Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily.

Under general direction, manage the daily operations of the City's Purchasing Card (P-Card) and Travel Card programs. Communicate with employees and bank representatives to ensure program compliance and resolve issues. Provide ongoing annual training to employees. Because communication is essential in this role, applicants must be able to deliver information effectively and professionally through emails, phone calls, and in person. City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve;

every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization's values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence.

Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily.

Essential job functions include:

• Assume full responsibility for managing operations of the City's P-Card and Travel Card programs.
• Work with the Procurement Department to issue cards to approved employees.
• Work with staff and the bank to cancel cards due to loss, theft, or termination.
• Handle fraudulent transactions and compromised cards by serving as a liaison between the City and the bank for resolution.
• Review all card charges for proper approval and documentation in accordance with the City's procurement, travel, P-Card and other operational policies.
• Contact cardholders and/or department representatives for issues or discrepancies with charges.
• Resolve billing disputes with the bank.
• Reconcile monthly bank statements for all cardholders.
• Prepare ACH transaction for the monthly payment.
• Prepare the bank data file of charges each month for import into the accounting software.
• Update the P-Card program policy manual and administrative forms as needed for review and approval.
• Create and update P-Card program training materials for staff.
• For new cardholders, provide one-on-one training regarding the P-Card policies and online portal use.
• Create and facilitate annual cardholder training via various delivery methods (group live instruction, online quizzes, etc.)
• Maintain cardholder application files and contractual files.
• Participate in program policy issue discussions.
• Monitor program compliance.
• Assist with enforcing card program policies and imposing disciplinary action.
• Must be punctual and timely in meeting all job performance requirements, including but not limited to, attendance and tardiness standards and work deadlines.

Other job functions include:

• Perform periodic analytical reviews to determine if program changes are needed to cardholders or credit limits.
• Provide regular feedback to the card program implementation team and the bank regarding the program successes and areas for improvement.
• Attend external meetings/seminars regarding commercial card programs.
• Serve as the Accounts Payable Specialist backup to process check and EFT payments.
• Manage the City's MLG&W weekly ACH payments.
• Assist the Budget and Financial Services department with other duties as needed.

Knowledge, skills and abilities include:

• Knowledge of accounting principles related to banking and accounts payables transactions.
• Knowledge of the purchasing function, preferably in a government environment.
• Skill in using Microsoft Office applications with proficiency in Excel and Word.
• Skill in using the Google platform, including Gmail, Calendar, Drive, and Meet.
• Skill in using accounting computer systems to maintain financial records.
• Ability to communicate tactfully, courteously, and effectively, both orally and in writing, with City staff and the general public.
• Ability to exercise independent judgment within policy guidelines, evaluate and analyze issues, and recommend and implement solutions.
• Ability to work with a wide range of departments with diverse business needs, interests, and requirements.
• Ability to provide high levels of customer…