Purchasing Clerk

POSITION: Purchasing Clerk (FLSA Status: NON-EXEMPT)

REPORTS TO: Purchasing Director

POSITION OVERVIEW:

The Purchasing Clerk is responsible for purchasing supplies for all County Offices, retaining the best prices from vendors by building working relationships with vendors and salespersons to maximize the funding available for purchasing of equipment and supplies.

EDUCATION / EXPERIENCE:

Any combination equivalent to education and experience that provides the required skill and knowledge is qualifying. Typical qualifications would be equivalent to:

High School Diploma or GED Equivalency

Current valid drivers’ license

EMPLOYMENT STANDARDS:

To perform this job successfully, an individual must possess the ability to converse with County employees, co-workers, salespersons and vendors. In addition, this position will be accurate on all purchasing and filing duties, be able to operate office equipment (i.e., computer, copiers, fax machines and duplicators used for printing). Position will have to deal constructively with the needs of County offices and personnel (i.e., rush orders, etc.). Perform County inventory accurately with the ability to gather price quotes and item descriptions. In addition, being able to deal with unexpected problems, understand instructions and an ability to follow through on tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

An employee in this classification is responsible for performing assignments that are technical in nature and are carried out in accordance with administrative and personnel practices, procedures and precedents, specific goals and objectives and any applicable legal standards or regulations. Specific job duties include the following:

 Receive and review requisition orders in order to verify accuracy, terminology, and specifications.

 Determine if inventory quantities are sufficient for needs.

 Compare prices, specifications, and delivery dates in order to determine the best quote among potential suppliers, and use mathematics

 Perform buying duties, and entering items and pricing into computer.

 Prepare purchase orders and send copies to suppliers and to Departments originating requests.

 Respond to co-workers and suppliers inquiries about order status, changes, or cancellations.

 Track the status of purchase requisitions and orders.

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 Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries and any other problems.

 Receive ordered items and check the accuracy of fulfilled orders.

 Create pick-ticket for delivery.

 Scheduling Fedex, UPS, DHL package pickups for County offices.

 Match pick –ticket to requisitions and file in proper Departments’ files.

 Answering telephones and questions.

 Waiting on delivery persons, vendors, salespeople at the counter or over the telephone.

 Print County forms and calculate printing time for the State.

 Do total County inventory, issuing County tag numbers for newly purchased inventory (fixed assets)

 Issue notices to order year labels, calendars, and send out supply catalogs and phone books.

 Perform other duties as assigned by the Purchasing Director.

WORK ENVIRONMENT / PHYSICAL STANDARDS:

The work environment and physical demand characteristics 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.

While performing the duties of this job, the employee is regularly required to sit for extended periods, keyboard, write, talk or hear; stand occasionally; lift up to fifty (50) pounds. The noise level in the work environment is usually moderate.

This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow other instructions, and perform any other related duties, as may be required by the Board of Commissioners.

Work Location: In person