Travel & Credit Account Coordinator

Overview

The purpose and mission of the Purchasing Division of the Office of Finance and Management is responsible for the procurement of goods and services. We oversee the city-county bidding opportunities and vendor registration. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County.

This position is responsible for managing the purchasing cards program and the travel card program. Incumbent in this position will issue travel authorizations and be responsible for program and policy development for both purchasing card and travel card programs. This position utilizes established policies and procedures which controls their actions. Incumbent will utilize limited judgment in the absence of established policies and procedures. Position reports to the Manager Systems.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

• Processes agency and division travel requests utilizing PeopleSoft
• Processes approved travel-related paperwork encumbers agency funds for employee travel and reconciles corporate credit cards used for travel against invoices and receipts
• Secures arrangements for business related travel when necessary
• Assists with T-card and P-card vendors, city, and county users for travel arrangements and reconciliations
• Maintains reports of approved travel requests and travel expenses
• Accepts and reviews applications for P-cards requested by agencies and divisions.
• Actively promotes P-card usage and pursues pilot opportunities to test the use of cards for various purchases and payments
• Works closely with purchasing, accounts payable, and OFM to provide training and ethical usage of both cards and offers instructional training to applicants on the policies and procedures of the P-card program
• Works with the P-Card vendor to establish accounts, set spending limits and commodity restrictions
• Reviews card usage by agency and division to reconcile and audits line-items then provides reconciled statements to the Auditor’s Office on account payments made by card to payments against accounts of the cards and vendor
• When necessary, can restrict or remove card access
• Provides regular and comprehensive reports to management on the number of cards, monthly and year-to-date spend
• Indexes p-card and t-card files for public access and department of local government finance gateway
• Serves as back up to Systems Manager for posting documents on the internet and intranet sites
• Must maintain confidentiality at all times

• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time

Qualifications

Associates Degree in Business Management, Accounting Principles, or related field with two (2) years’ experience in an accounting or procurement position. Ability to effectively communicate both orally and in writing with a diverse customer base. Proficiency in Microsoft Office and other purchasing software systems including Microsoft Office. Must be able to prioritize projects and meet deadlines. Must have a fundamental knowledge of procurement rules, updated citywide agreements, and other items being paid by either card.

Preferred Job Requirements and Qualifications

Bachelor’s Degree in Business Management, Accounting Principles, or related field with one (1) year experience in an auditing, purchasing, or accounts payable position. Ability to effectively communicate both orally and in writing with a diverse customer base. Proficiency in Microsoft Office and other purchasing software systems including Microsoft Office. Must be able to prioritize projects and meet deadlines. Must have a fundamental knowledge of procurement rules, updated citywide agreements, and other items being paid by either card.