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Administrative Officer Senior / Vendor File Administrator #2211-200700-01

Date Opened
Thursday, November 10, 2022 7:00 AM
Close Date
Thursday, November 24, 2022 8:00 PM
General Services
  • $59,955 - $74,943 Commensurate with experience
Employment Type
  • Full Time


The goal of the City of Charlotte’s General Services Department is to guide agencies through innovative and efficient deployment of resources to meet their missions and fulfill the needs of the city in a rapidly evolving and complex environment. The Department will design and deliver expanded, shared services across departments and for the City of Charlotte to improve performance and save taxpayer money. General Services consists of capital project management, fleet services, procurement, environmental services, property management, and other support services.
City Procurement, a Division of the General Services Department, is responsible for centralized governance and oversight of the City of Charlotte's procurement and contracting activities. The Division is comprised of four procurement teams, each responsible for a specific area of focus as an internal support organization to all city departments in the acquisition of Construction/ AES/ Facilities, Commodities, Services & Technology, and Transit Procurement Management. In addition, City Procurement manages the Asset Recovery and Disposal (ARD) Program, Corporate Procurement-Card Program, Corporate Compliance Program, Vendor Administration, and the Charlotte Cooperative Purchasing Alliance (CCPA).


The City of Charlotte is the largest municipality in North Carolina and the 17th largest city in the United States, with a total population of more than 872,498 citizens. A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.




The Vendor Administration Team within City Procurement is responsible for managing and maintaining the city’s Master Vendor File. This position is one of two Vendor File Administrators responsible for providing quality control over all aspects of Vendor Data Management. Duties may include, but are not limited to, data validation and entry for all electronic Vendor Registration Forms received, manual entry of paper registration forms received, ongoing maintenance and correction of vendor data as needed, support vendor registration “how to do business” events as requested and perform testing activities in coordination with I&T for any vendor module financial system updates and enhancements.
The Vendor Administrator directly supports the city’s ongoing efforts to maintain consistently high vendor outreach and participation in ongoing solicitation processes, and to secure current data to allow for increased transparency, accountability, and reporting of vendor participation, vendor award, and vendor spend. This person will assist with continuous improvement efforts related to Vendor File Administration directly in support of increased transparency, accountability, reporting, and tracking of vendor participation and utilization by vendor, department, project, and citywide. Additionally, this position is responsible for data analysis activities to ensure overall understanding of ongoing city vendor outreach, participation, and utilization activities.

Major Duties and Responsibilities

  • Maintains the city’s Master Vendor File database, performing all facets of Vendor Administration, including addition, activation, and inactivation or deletion of vendors, and editing of existing vendor records in the appropriate city systems.
  • Responsible for real-time monitoring of changes made in the city’s system to ensure accuracy, completeness, and appropriate status.
  • Responsible for ongoing correspondence with existing vendors about upcoming registration activities and management of existing vendor registration records.
  • Responsible for understanding all system interfaces and processes that affect the Master Vendor File.
  • Responsible for daily monitoring of incoming vendor registration requests, and associated research to ensure accuracy, completeness, and appropriate status.
  • Responsible for assisting interested and existing vendors with registration activities, to include initial registration, editing of existing records, and other related inquiries as necessary.
  • Responsible for validating vendor data and managing time-sensitive files and restricted data to ensure compliance with City, State, and Federal requirements.
  • Conducts routine audits of Master Vendor File records to ensure compliance with city requirements, including commodity code selection, required forms, and updated contact information.
  • Represent City Procurement as the Subject Matter Expert on the vendor management module of the city’s financial system.
  • Responsible for overall management, compliance, and strategic vision for the city’s vendor registration efforts, to include development and ongoing maintenance of related policies, processes, and forms.
  • Responsible for collaborating with the Chief and Deputy Chief Procurement Officers to develop and coordinate all necessary internal and external communications or announcements regarding Vendor Administration.
  • Responsible for coordinating with the city’s Accounts Payable team to register new vendors and make updates to current vendor records to ensure timely payment activities.
  • Interfaces with representatives from City Departments to assist with vendor registration questions, processes, and assistance with vendor record inquiries as needed.
  • Performs in-depth research, fact finding, and other due diligence as may be required to support timely and accurate validation of vendor registration data.
  • Supports City Procurement and the City’s Charlotte Business INClusion program through development, generation, and analysis of statistical outreach, participation, and utilization reports as necessary.
  • Responsible for collaborating with the City’s Charlotte Business INClusion Program in support of outreach and networking activities as well as other procurement related networking opportunities.
  • Performs related duties as required in support of general and specific procurement and vendor management activities.
  • Responsible for adding new forms and updating current forms in the Seamless Docs system.
  • Performs special projects and additional duties as assigned or required.

Knowledge, Skills & Abilities

  • This position requires in-depth knowledge and hands-on experience with data management and vendor management activities.
  • Excellent analytical and organizational skills along with strong communications and customer service skills required.
  • Individual must be capable of managing a significant volume of responsibilities related to vendor date issues simultaneously, with the ability to prioritize appropriately between ad-hoc and scheduled duties in a deadline sensitive environment.
  • Represents the City of Charlotte and City Procurement in a positive and professional manner.
  • Ability to analyze administrative problems, make sound recommendations for resolution, and follow through to resolution.
  • High proficiency required in Microsoft Office Suite products, specifically Excel and Access.

Preferred Qualification

  • Prior vendor administration and database management experience
  • Knowledge and application of local, state and federal statutes and regulations 
  • Prior training curriculum development and facilitation experience.

Minimum Qualifications

  • Associate’s Degree and three years of experience or a Bachelor’s Degree and one year of related experience or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties.
  • Must be able to demonstrate an in-depth working knowledge of data collection systems and how the data affects other procurement and financial functions.


  • $59,955 - $74,943 Commensurate with experience

Conditions of Employment

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Please note that all job offers are contingent upon an applicant successfully passing a new hire background check, drug screening, and proof of COVID-19 vaccination. If an applicant does not pass the background screening or vaccination requirement, the offer will be rescinded. 

The City of Charlotte is an Equal Opportunity Employer.

How To Apply

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to


The City of Charlotte provides a comprehensive benefits package to all employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.

In Conclusion

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