Purchasing Clerk

Primary Responsibilities

• Maintains agency forms and stationery inventory; fulfills departmental requests and ensures each Stationery Request Form includes the appropriate coding and required approvals before issuance.
• Prepares monthly postage expense report by cost center and submits to the Accounting Department.
• Collects monthly readings of the copiers to support usage tracking and billing.
• Administers copier and postage machine lease and purchase agreements, ensuring compliance with agencies policies and contractual agreements.
• Coincides competitive bid process and prepares comparison bid report for approval.
• Orders agency supplies and maintains accurate records of purchase orders, invoices and related documentation.
• Monitoring purchasing and delivery processes, coordinates receipt of goods from suppliers, and ensures proof of delivery is obtained and maintained for all orders.
• Submits purchase orders to Manager for approval.
• Placing agency orders with approved vendors in accordance with agency procurement policies and procedures.
• Coincides travel arrangements for agency staff, including hotel accommodation, airfare, ground transportation, and car rentals. Ensures reservations are made in a timely and cost-effective manner in accordance with agency travel policies and procedures.
• Manages the agency’s gift card program, including purchasing, inventory tracking, secure storage, distribution, reconciliation, and maintenance of accurate records to ensure compliance with agency policies and accountability standards.
• Performs TIN verification and ensures vendor information remains accurate, current and compliant with agency policies and regulatory requirements.
• Manages first-level invoice administrative process in Concur.
• Provides backup support to the Accounting Clerk, including processing invoices, maintaining records, and performing other accounting-related functions.

Requirements

• A High School Diploma or equivalent.
• One (1) year of experience in general office, administrative, or purchasing function.
• Knowledge of accounts payable processes, purchasing and procurement practices and procedures.
• Knowledge of vendor sourcing, competitive bid processes and contract administration.
• Strong attention to detail and accuracy in processing purchasing documents.
• Strong organizational and recordkeeping skills.
• Proficient computer skills, including MS office applications, with the ability to learn and effectively use accounting, purchasing, and other business software systems.
• Ability to coordinate with vendors, departments, and management to ensure timely procurement and delivery of goods and services.
• Ability to establish and maintain effective working relationships with employees and vendors.
• Ability to work effectively under time constraints to meet deadlines.
• Ability to work independently while managing multiple priorities in a fast-paced environment.

Qualifications

• None specified

Skills

• Accounts payable processes
• Purchasing and procurement practices and procedures
• Vendor sourcing
• Competitive bid processes
• Contract administration
• Attention to detail
• Organizational and recordkeeping skills
• Computer proficiency (MS office applications)
• Coordination with vendors, departments, and management
• Time management and multitasking
• Independence and prioritization

Benefits

• None specified

Pay

• Not specified

Schedule

• Mon – Fri, 8:00 a.m. to 5:00 p.m.

Travel

• None