Purchasing Clerk II

Job Summary

The Purchasing Clark II performs a variety of routine to complex clerical and administrative duties related to the procurement of goods and services for a department or unit of the institution.

The Purchasing Assistant is responsible for providing a variety of routine to complex clerical and administrative support functions in the area of requisitioning supplies, obtaining bids for services, and preparing and reconciling purchase orders and invoices. Job responsibilities contribute to the accuracy, reliability, and acceptability of processes, services, or functions. Decisions are limited to the application of standardized or accepted practices and errors could result in some costs and inconveniences within the affected area.

Performs other functions as required or assigned. Also complies with all Policies and Standards.

• Procure materials, supplies, and services in accordance with established purchasing methods and state requirements.
• Coordinate purchasing and shipping/receiving activities, including monitoring outstanding orders, communicating with vendors, resolving delivery or service issues, verifying shipments, and distributing materials to College departments.
• Maintain records by keeping detailed files of purchase orders, invoices and delivery schedules.
• Communicate with various stakeholders (vendors, department heads) for order status, price quotes and shipments.
• Administer purchasing card and other authorized payment activities, ensuring proper use and maintaining accurate transaction records, reconciliations, and supporting documentation in the College's financial systems.
• Process accounts payable documentation, resolve discrepancies, ensure timely vendor payments, maintain appropriate internal controls, and manage vendor communications.
• Conduct fixed-assets inventory and perform reconciliation for compliance with state and institutional asset-management requirements.
• Maintain operational continuity by cross-training across departmental functions and performing assigned backup responsibilities.
• Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of purchasing procedures, inventory practices, and financial recordkeeping.
• Proficiency with spreadsheet and office software; ability to learn state financial systems.
• Strong organizational, time management, and problem-solving skills.
• Effective communication, negotiation, and relationship-building with vendors and colleagues.
• Attention to detail and accuracy in processing financial and procurement transactions.
• Ability to work independently while contributing to a collaborative team environment.
• Computer literate, including use of spreadsheets and financial operating systems, such as Oasis.

An associate degree in business administration, accounting, finance, or a related field is required or an equivalent combination of education and experience; a bachelor's degree is preferred.

In addition to the knowledge/Education, the following related work experience is typically required for this position. An equivalent combination of education and recent experience may be considered.

1-2 years of experience in purchasing, accounting, or business office support; or an equivalent combination of education and experience.

Valid Driver's License is required.

It's important that you know who we are and what to expect!

Employees are expected to adhere to the Mission, Values and Vision of the College. Each employee's position has attributes that contribute to the achievement of these goals.

New River Community and Technical College provides accessible, affordable, quality education and workforce programs to meet the needs of the region it serves.

Shared values guide New River Community and Technical College in fulfilling its mission. These values influence thoughts, guide decisions, mold policies, and determine courses of action. Our employees are expected to support and enact these values in our daily work.

• Recognize and celebrate the unique contributions and perspectives of all…