Town of Frisco Looking for Finance Procurement Specialist at Frisco, CO Full Time

“SKI/RIDE FOR FREE!” Finance Procurement Specialist Full-time/Year-round $24.84 – $34.78/hour DOQ Excellent benefits, incentives & work environment.

This full-time year-round hourly position functions as a key finance team member.  The Procurement Specialist requires performing complex administrative and compliance work for the acquisition of services, goods, and products for the organization; developing procurement policies; and providing emergency procurement management. This position is responsible for the accurate, efficient processing, and payment for goods and services purchased by the Town, in accordance with fiduciary responsibilities. Main areas of focus for this role include Procurement policies and guidance, Accounts Payable – Warrants & Purchasing Cards, record keeping of capital assets, grant management, and any assistance with programs managed by the Town in accordance with the organization’s core values and mission in all interactions with the public and co-workers

Responsibilities

Accounts Payable:

• Responsible for weekly Accounts Payable (AP) payment processing, including vendor setup and maintenance, recurring payments, and year-end tax filings.
• Resolves vendor and customer complaints, issues and problems related to accounts payable.
• Responsible for Town’s purchasing card program, including issuance of cards to new employees, managing replacements cards, and maintaining cardholder settings in electronic system.
• Ensure compliance with accounting policies and internal controls including vendor management, invoice processing, and cash disbursements.
• Help facilitate and implement process improvements to enhance efficiency.
• Ensure quality and integrity of work product in alignment with Generally Accepted Accounting Practices (GAAP) and Governmental Accounting Standards Board (GASB). 
• Directs yearly Unclaimed Property processing, to develop list and process claims.
• Oversight of the Town’s travel reimbursement policies and procedures.

Standard Procurement Job Functions: 

• Plans, develops, and implements innovative strategies for value-based enterprise-wide procurement requirements. Advises staff and project managers in the selection of appropriate procurement methods and strategies, as needed.  
• Serves as liaison to departments regarding cooperative purchasing agreements and resources. 
• Organizes in the solicitation, evaluation, and award of bids and contracts and assists in performing price, cost, and qualifications analyses. 
• Serves as a liaison to departments for the development of formal and informal bids and RFP/RFQ processes and coordinates compliance with legal standards. Manages communications with and between prospective bidders, vendors, and departmental customers, as needed. 
• Assists with preparation or negotiation of contracts and awards; Assists with the preparation of proposed Town Council resolutions for public contracting activities, as needed. 
• Establishes and maintains effective communications and relationships with individual and groups at all levels within and outside of the Town in relation to duties. Coordinates with departments to resolve vendor or contractor grievances or claims against the Town. 
• Well versed in environmental impacts of Town’s purchasing decisions and ensures alignment with Town’s sustainability goals.
• Maintains policies, standards, procedures and record-keeping requirements for all areas of responsibility; performance quality measures; evaluates and proposes new procurement programs and processes that will improve cost, quality, and customer responsiveness; establishes and enforces internal controls and procedures to ensure purchasing activities are conducted in compliance with all Town policies and other legal requirements. 
• Collaborates with broader finance team to ensure requisition tracking accuracy. Understands and assists in the maintenance of automated systems, online governmental contract bid systems, and the ERP system which includes requisitions.
• Conduct training classes for departments in purchasing and contracting policies and procedures. 
• Serves on various Town task forces and special purpose committees and represents the procurement activities with selected external groups and organizations. Is active in appropriate professional groups and organizations. 
• Serves as a key support staff in supporting the Town’s disaster recovery plan. 
• Responds as an emergency procurement officer in the activation of emergency declaration, including up to date training in incident management.

Grant Management

• Coordinate the grant application process, coordinating with external grant writes, as needed.
• Maintain a town wide record of grant applications, awards, and expenditures.
• Ensure departments are in compliance with all applicable regulations regarding financial and reporting requirements.
• Monitor grant expenditures for compliance with grant requirements. Provides any necessary journal entries for unreimbursed expenditures at year end.
• Prepares and administers grants for Single Audit Act: creates files for each grant, including records of contracts, project numbers, expenditures, and revenues.
• Develops, updates, and implements policies and procedures relating to grant administration and grant management.

Annual Financial Statements and Audit:

• Participate in, oversee, and coordinate the Town’s year-end accounting processes. 
• Contributes to annual audit process, including Single Audit functions, as needed.
• Responsible for maintaining the Town’s Capital Asset Schedule and preparing the related financial notes.

Budget:

• Assist in the development and publication of the annual Town Budget.
• Assist in the development of expense projections. 
• Provides supplemental appropriation recommendations for grant awarded and unbudgeted expenditures that have been requested by Town Council.

Reporting:

• Prepare and manage financial information including timely periodic internal and external financial reporting.
• Assist in conducting financial analytical projects and studies as needed.

Communication

• Communicates in a professional, courteous and timely manner both verbally and written when dealing with Town of Frisco Employees, citizens, customers and vendors.  The individual will also assist in relationship building and collaboration with staff from partnership organizations and represent the Town of Frisco well in managing those relationships.
• Respond to inquiries from residents, Town Council, management, and employees.
• Provide procurement training as appropriate to Town employees.
• Prepare clear and concise reports, correspondence, and other written materials, including presentations to Town Council.

Core Competencies: 

• Current knowledge or ability to learn of large-scale procurement and public works contracting methods and procedures, including techniques of grading and analyzing supplies and materials, price and cost analysis, and value analysis. 
• Knowledge of federal and state procurement requirements, including government funded capital project procurements. 
• Knowledge of federal and state procurement requirements. 
• Working knowledge of personal computers including word processing, database, and spreadsheet applications. 
• Knowledge of indemnification and insurance documentation. 
• Knowledge of procurement options, including but not limited to, piggybacking and cooperative agreements. 
• Knowledge of a variety of supplies and materials; the best sources and appropriate prices for the procurement of goods. 
• Ability to maintain effective working relations with project managers, businesses and vendors and communicate effectively, verbally and in writing. 
• Ability to analyze procurement problems and make appropriate recommendations. 
• Ability to make mathematical calculations and computations.
• Ability to prepare clear and concise reports, records and other written correspondence. Maintains accurate records and files.
• Promotes high level of internal customer service.
• Conducts research and works on long-term projects.
• Acts as back-up for other Finance Department Staff.
• Performs other duties as may be assigned.
• Adheres to Town of Frisco policies, standards, and regulations including but not limited to proper attire, safety procedures, and overall professionalism.
• Ability to function and make good decisions in the absence of a supervisor.
• Develop and maintain cooperative, effective working relationships with others.

EOE

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