Purchasing Clerk

Primary Purpose:

Assist in the procurement of material and equipment for the district. Work under close supervision and follows established purchasing procedures to process bids and purchase orders.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of procedures for purchasing and invoicing supplies and equipment
Ability to work with numbers in an accurate and rapid manner
Ability to analyze and organize a complex filing system of bid-related documentation
Proficient keyboarding and file maintenance skills
Ability to use software to develop spreadsheets, databases, and do word processing
Effective organizational, communication, and interpersonal skills

Experience:

3 years clerical and accounting experience preferred

Major Responsibilities and Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Purchasing:

Process bids and purchase orders as directed and in accordance with established procedures.
Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
Detect and resolve problems with incorrect orders, invoices, and shipments.

Clerical:

Prepare and maintain vendor database and bidder lists.
Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using standard office computer.
Compile, maintain, and file all reports, and other documents as required.

Other:

Follow district safety protocols and emergency procedures.
Must be present regularly in person.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and se of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress