Purchasing Clerk

Purchasing Clerk Grade 12 Salary:$39,208.00 ($18.85 hr) - $42,432,00 ($20.40 hr)

Supervisor:
Vanessa Zimmerman

The purpose of this classification is to perform technical and administrative work functions associated with procurement of equipment, material, supplies and perform maintenance of related records.

Work is performed under the general supervision of the Purchasing Agent. Supervision is exercised over the subordinate clerical staff.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Processes a variety of documentation associated with departmental operations, per established procedures and within designated time frames; distributes documentation or maintains records as appropriate.
• Initiates orders for new and replacement equipment, supplies and materials; solicits bids and obtains competitive price quotes; tabulates bids.
• Prepares purchase orders and reviews for accuracy of data; issues approved purchase orders to vendors.
• Receives equipment and supply orders; processes documentation and forwards materials as appropriate.
• Processes completed purchase orders; reviews invoices and related documentation for appropriateness and completion; breaks down purchase orders and distributes copies as necessary; forwards invoices with purchase orders for payment.
• Tracks status of open purchase orders; performs follow-up to ensure timely delivery.
• Performs basic research functions as needed.
• Maintains current listing of county property inventory and insurance; makes additions and deletions as appropriate.
• Maintains county vehicle and fuel records; monitors status of vehicle maintenance work and verifies completion of work, initiates orders for weekly fuel supplies.
• Prepares routine correspondence, forms, lists, reports, and other documents via computer and/or typewriter.
• Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates reports.
• Receives, reviews and maintains various forms, correspondence and other documentation; takes appropriate action when necessary.
• Receives, opens, and distributes incoming mail; prepares outgoing mail.
• Copies and distributes notifications, reports, and other related materials.
• Prepares, receives, distributes and takes action when necessary on all faxes.
• Prepares departmental files; sorts/organizes documents to be filed, files documents in designated order; locates and removes files; maintains file system for departmental records.
• Attends county surplus equipment auctions; records sales, receives payment, issues receipts, forwards revenue as appropriate; transfers titles of vehicles sold.
• Communicates with vendors or other individuals to discuss discrepancies, problems, etc.
• Coordinates departmental communication (incoming, outgoing, or relaying information) between the department, other departments, outside agencies and the general public.
• Answers the telephone; provides information and assistance; takes and relays messages and/or directs call to appropriate personnel; returns calls when necessary.
• Responds to routine request for information or assistance from members of staff, the public, or other individuals.

• May provide notary services.
• Performs other related duties as required.

Knowledge of departmental functions, organization, and policies; knowledge of routine purchasing procedures, methods, and practices: knowledge of basic accounting principles; knowledge of standard office practices and procedures; knowledge of filing and record keeping methods; knowledge of standard office equipment, basic computer applications and techniques.

Skill in operating standard office equipment; skill in data entry; and skill in utilizing various computer software programs relevant to the position.

Ability to understand departmental policies, procedures, rules and regulations; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to maintain financial records and to prepare accurate…