Purchasing Clerk

About the Role

The Purchasing Clerk supports the procurement function by processing purchase requests, obtaining vendor quotes, creating purchase orders, maintaining purchasing records, and assisting with inventory and receiving activities. This position ensures purchases are completed accurately, timely, and in compliance with organizational policies and applicable regulations.

Responsibilities

• Review and process purchase requisitions for accuracy, completeness, compliance, necessity, and reasonableness.
• Obtain vendor quotes and pricing information; evaluate options for vendor selection.
• Create, issue, and maintain purchase orders, ensuring all required documentation is complete and accurately recorded.
• Communicate with vendors regarding quotations, pricing, order placement, shipment status, delivery schedules, and order discrepancies.
• Monitor open purchase orders and follow up on delayed shipments to ensure timely delivery of goods and services.
• Maintain purchasing files, vendor records, and procurement documentation in accordance with record retention requirements.
• Coordinate with internal departments to provide purchasing updates and resolve procurement-related issues.
• Assist with receiving activities by verifying deliveries, reviewing packing slips, maintaining receiving records, and confirming items meet order specifications.
• Support inventory control processes, including asset tagging, tracking, and supply management.
• Maintain inventory of office and program supplies.
• Ensure all procurement activities comply with organizational policies and applicable federal, state, and funding source requirements.
• Promote and adhere to CACOST core values: Accountability, Excellence, Integrity, Quality, and Teamwork.
• Perform other duties as assigned.

Requirements

• Three (3) years of clerical, administrative, or related office experience.
• High School diploma or General Education Development (GED) certificate.

Preferred Qualifications

• One (1) year of purchasing, procurement, inventory, or related experience.
• Knowledge of purchasing practices, competitive quote processes, purchase orders, receiving, and inventory controls.
• Familiarity with procurement requirements applicable to grant-funded or publicly funded organizations.

Skills

• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to communicate professionally and effectively, both verbally and in writing.
• Strong organizational and time-management skills with attention to detail.
• Ability to perform basic mathematical calculations and review purchasing information for accuracy.
• Ability to manage multiple assignments, priorities, and deadlines.
• Proficiency with Adobe Acrobat or similar document management software.
• Ability to work independently while contributing effectively to a collaborative team environment.

Physical Requirements

• Light to medium physical duties include standing, walking, reaching, bending, hearing, and talking for up to eight (8) hours a day.
• Must be able to work on a computer for a minimum of 6 hours a day.
• Must be able to lift twenty (20) pounds; lifting primarily confined to occasional on-premises lifting of boxes of office supplies and minor office equipment.
• Non-physical demands include performing multiple tasks simultaneously, meeting multiple deadlines, making judgment decisions, and working closely with others as part of a team.

About the Organization

Community Action Corporation of South Texas (CACOST) is a private non-profit organization established in 1971 and funded through federal, state, and local grants. CACOST currently serves 16 counties via a wide variety of community programs and services. The mission is to continuously improve the lives of South Texans by providing high-quality health care, education, housing, and economic opportunities to reduce poverty through services and partnerships.