Financial Technician - Purchasing

City of Winston-Salem; Winston-Salem (NC); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Winston-Salem seeks an organized financial and administrative specialist to support the procurement team under immediate supervision. You will reconcile P-Card transactions, assist with contracts and bid awards, and maintain contract documents and templates.

You will collaborate with Purchasing, Legal, and City staff to improve procedures, coordinate monthly card reconciliations, and provide user training.

Qualifications

• High school diploma with accounting coursework.
• 2 years accounting, customer service, financial transactions experience; p-card processing a plus.
• Proficiency with Adobe, Excel, Word, Outlook, Teams and general office software.
• Clear written and verbal communication tailored to audience.

Responsibilities

• Coordinate contract administration: monitor renewals, process renewals, prepare docs, maintain records.
• Serve as liaison among Purchasing, City departments, City Attorney's Office, and vendors.
• Assist with contract and bid award documentation and governing board memoranda.
• Update contracting templates and purchasing policies and processes.
• Collaborate with Purchasing, Legal, and departments to improve policies and procedures.
• Coordinate monthly purchasing card reconciliations and ensure timely submissions.
• Review purchasing card transactions for accuracy and compliance; investigate discrepancies.
• Develop reports to strengthen purchasing card controls and program effectiveness.
• Participate in system updates to improve efficiency and support business needs.
• Develop processes and provide training on purchasing policies and systems.
• Provide customer service and operational support to internal and external customers.
• In emergencies, respond to restore essential public services, facilities and infrastructure.
• Assist with special projects and related duties as assigned.

Education

High school diploma with accounting coursework

Accounting coursework

Tools

P-Card system

Contract management software

Database management

Job description

Under immediate supervision, performs a variety of financial and administrative duties, including P-Card reconciliation, contract management, and assisting with financial transactions and related activities; does related work as required to support procurement team and department staff.

• Coordinates contract administration activities including monitoring renewal dates, processing renewals, preparing and distributing contract documents, maintaining contract records and databases, and ensuring required supporting documentation is complete.
• Serves as a liaison among Purchasing, City departments, including the City Attorney's Office, and vendors to facilitate contract processing and resolve related issues.
• Assists with preparation of contract and bid award documentation, including governing board memoranda, and recommendations for award.
• Assists with updates to contract and other purchasing templates.
• Collaborates with Purchasing staff, Legal, and City departments to evaluate and recommend improvements to contracting policies, procedures, and processes.
• Coordinates monthly purchasing card reconciliations and monitors the timely submission of statements and supporting documentation.
• Reviews and audits purchasing card transactions, receipts, and account coding for accuracy, completeness, and compliance with applicable policies; investigates discrepancies and provides guidance on allowable purchases and program requirements.
• Develops reports and recommends improvements to strengthen purchasing card controls, compliance, and program effectiveness.
• Participates in the research, implementation, and testing of system updates and releases to improve operational efficiency and support business needs.

• Develops and documents processes and procedures and provides training on purchasing policies, procedures, systems, and purchasing card requirements to new and existing staff.
• Provides customer service and operational support to internal and external customers.
• In an emergency event, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.
• This position may assist Purchasing staff with special projects and other related duties as assigned.

Education and Experience

• Establishing, maintaining, and fostering positive and harmonious working relationships with those contacted in the course of work.
• Ability to express ideas clearly and concisely, orally and in writing in a manner that is tailored for the intended audience.
• Operating modern office equipment including computer equipment and specialized software applications programs. Proficiency with Adobe, Excel, Word, Outlook, Teams, and general office software is required.
• Education: Any combination of education and experience equivalent to a high school diploma, supplemented by college level course work in accounting or a related field.
• 2 years experience with accounting, customer services, financial transactions; p-card processing and contract management is a plus.

PHYSICAL REQUIREMENTS:

Reasonable accommodations may substitute for physical requirements listed. Must be able to maneuver consistently within the office area and be able to work with small and large objects; must possess excellent communication skills. This position will work indoors and may be exposed to repetitive motion/operations and long periods of sitting.