The PositionJob Appointment: Regular, full-time
Work Schedule: Monday - Friday, 8:00 am- 5:00 pm. An alternate schedule may be available after probation.
Work Location: Hybrid; In-Person work to be conducted at The Portland Building, 1120 SW 5th Avenue. Remote work must be performed within Oregon or Washington. For more information, click here .
Benefits: Please check our benefit tab for an overview of benefits for this position.
Union Representation: This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. To view current labor agreements, please visit here .
Language Pay Premium Eligible: This position is or may be eligible for Language Pay Differential for qualifying employees.
Application Material:Please click APPLY to submit your application via the City of Portland’s online portal. You will need to respond to the supplemental questions and attach a resume.
About the Position:
The Vendor Accounts Coordinator will play a key role in providing independent program coordination and organization with significant customer-facing responsibility within BFF Facilities. This position will perform a variety of professional, administrative, and operational duties within a demanding environment. The primary position focus will be on all aspects of invoice processing with secondary duties to include planning, organizing, evaluating programs and functions, and collaborating with internal and external stakeholders for assigned projects with a substantial emphasis on customer relations. The ideal candidate will be sufficiently flexible and responsive to meet the needs of multiple tenants while remaining adaptable within this role.
As the Vendor Accounts Coordinator, you will:
- Research and respond to vendor status inquiries.
- Maintain positive relationships through exceptional customer service.
- Review invoicing documentation for accuracy of coding and completeness of information.
- Create requisitions for goods and services within work management and accounting systems.
- Assign internal financial processing codes and match supporting documents such as a purchase orders and/or delivery receipt.
- Send invoices to authorized approvers to approve or reject verifying that work was completed, or goods received.
- Process and submit invoices for payment.
- Archive invoices and payment information for audit purposes.
- Update and maintain internal databases, vendor mailing lists, and other software; review data, identify gaps, and correct missing information.
- Assist in determining appropriate acquisition methods and developing and administering purchase requisitions.
- Additional project(s) and duties as assigned by manager which may include but are not limited to:
- Contract support as requested
- Council agenda filing liaison
- Standard operating guideline development
About the Bureau:
The Bureau of Fleet & Facilities (BFF) manages over 1.5 million square feet of City-owned facility assets valued at approximately $900 million, including the City’s highest-profile civic facilities. The organization provides facility operations and maintenance, capital project development and management, space planning and management, and property management and leasing services for City bureaus. The organization is also responsible for long-range capital and real estate planning.
Questions? Amanda Hillebrecht, Senior Recruiter Bureau of Human Resources
Amanda.Hillebrecht@portlandoregon.gov
To Qualify The following minimum qualifications are required for this position: Knowledge of basic math and accounts payable, including fundamental principles and practices.
Experience in customer service and conflict resolution.
Ability to analyze, interpret, explain, and apply relevant laws, City rules, regulations, ordinances, policies, and procedures.
Ability to exercise independent judgment and problem-solve while completing work tasks with thoroughness, accuracy, and consistency within established procedures and guidelines.
Ability to communicate clearly, logically, and persuasively through active listening, observation, and the written form; prepare concise and comprehensive reports, correspondence, and other documents.
Ability to establish and maintain effective working relationships with Bureau/Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work.
Although not required , you may have one or more of the following:
- Associate degree from an accredited college or university with major coursework in business administration, public administration, or related field.
- 5+ years of experience involving accounts payable, planning, organizing, or evaluating programs in a public agency or customer service-related field.
The Recruitment Process STEP 1: Apply online between August 26, 2024 and September 9, 2024 Required Application Materials: - Resume
- Answer the Supplemental Questions (click on the Questions tab to preview the questions)
Optional Application Materials: - Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)
Application Tips: - The City of Portland has How to Apply Videos and offers How to Apply Classes once per month. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.
- Your responses to the supplemental questions should include details describing your education, training, and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
- Your resume should support the details described in your responses to the supplemental questions.
- Salary Range/Equity Pay Analysis : Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
- Do not attach materials not requested.
- All completed applications for this position must be submitted no later than the closing date and time of this recruitment.
- All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.
Step 2: Minimum Qualification Evaluation: Week of September 9 , 2024 - An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
- Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
- You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information.
- Additional evaluation may be required before the establishment of the eligible list and/or final selection.
Step 3: Establishment of Eligible List: Week of September 16, 2024
- Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.
Step 4: Selection (Interview): Late September - The hiring bureau will review and select candidates to interview.
Step 5: Offer of Employment: October Step 6: Start Date: November - A start date will be determined after all conditions of employment have been met.
*Timeline is approximate and subject to change* Additional Information Click here for additional information regarding the following: - Veteran Preference
- ADA, Pregnancy, and Religious Accommodations
- Work Status
- Equal Employment Opportunity
A Career with the City of Portland offers many Employee BenefitsWe offer a comprehensive benefits package, including but not limited to
- Health Care (Medical, Vision and Dental)
- Carrot Fertility
- Wellness Benefits
- Life Insurance
- Long-term disability coverage to eligible employees and their families.
- Employee Assistance Plan
- Flexible Spending Accounts
- Retirement
- Oregon Public Employees Retirement System (PERS), includingcontributions to the PERS IAP plan paid by employer
- Family Medical Leave
- City Paid Parental Leave
AND SO MANY MORE!Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers .
Closing Date/Time: 9/9/2024 11:59 PM Pacific
