Purchasing Clerk

Summary

Responsible for the preparation of purchase orders and other purchasing documentation and maintains purchasing records. Duties in this class encompass complex, often confidential, administrative tasks requiring independence and judgment in the selection of work methods and procedures including interpretation and application of organizational policies, rules, regulations, and practices related to check requests and purchase order requests. This position reports directly to the Support Services Manager.

The following duties are normal for this position.

• Responsible for preparing, reviewing, and submitting purchase order requests.
• Maintains detailed inventories to track purchasing orders and completion of work orders/projects.
• Receives and verifies invoices for payment.
• Prepare check request/payables for signature.
• Respond to vendor and supplier inquiries about order status, changes, or cancellations.
• Ensures credit card receipts are coded to the correct fund, department, and work order for submittal to finance.
• Responsible for developing and maintaining complete and precise records.
• Assist the Police Department in developing, evaluating, and maintaining purchase order workflow.
• Responsible for working with the Support Services Manager to effectively communicate with staff for completion of work orders.
• Provides routine administrative support.
• Reports to the Police Department Support Services Manager.

Responsible for the preparation of purchase orders and other purchasing documentation and maintains purchasing records. Duties in this class encompass complex, often confidential, administrative tasks requiring independence and judgment in the selection of work methods and procedures including interpretation and application of organizational policies, rules, regulations, and practices related to check requests and purchase order requests. This position reports directly to the Support Services Manager.

The following duties are normal for this position.

• Responsible for preparing, reviewing, and submitting purchase order requests.
• Maintains detailed inventories to track purchasing orders and completion of work orders/projects.
• Receives and verifies invoices for payment.
• Prepare check request/payables for signature.
• Respond to vendor and supplier inquiries about order status, changes, or cancellations.
• Ensures credit card receipts are coded to the correct fund, department, and work order for submittal to finance.
• Responsible for developing and maintaining complete and precise records.
• Assist the Police Department in developing, evaluating, and maintaining purchase order workflow.
• Responsible for working with the Support Services Manager to effectively communicate with staff for completion of work orders.
• Provides routine administrative support.
• Reports to the Police Department Support Services Manager.

The omission of specific statements of duties does not exclude them from the classification if the work is similar, related or a logical assignment for this classification. Other duties may be required or assigned.

Must possess high school diploma, GED or equivalent is required.

• Excellent time management and organizational skills with strong attention to detail and multitasking.
• Knowledge of Internet software, Microsoft Excel, Word Processing, and Power Point.
• Ability to handle confidential and sensitive information with discretion and tact.
• Ability to maintain effective working relationships with coworkers, officials, administrators and the public.
• Ability to communicate effectively orally and in writing.
• Ability to work independently as well as collaboratively in a positive team environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of…