What are the responsibilities and job description for the Procurement Clerk position at Vocational Instruction Project?
Description
Position Summary
The Procurement Clerk supports the purchasing and inventory functions by processing purchase orders, maintaining supplier records, assisting with receiving shipments, and helping distribute inventory. This role ensures materials and services are acquired efficiently, accurately recorded, and properly routed within the organization.
In addition to office-based responsibilities, this position also includes opportunities to visit nearby program or storage locations to help verify inventory accuracy, assess supply needs, and support operational effectiveness.
Key Responsibilities
• Prepare and process purchase orders, requisitions, and invoices
• Maintain accurate records of purchases, pricing, and supplier information
• Communicate with vendors to obtain quotes, confirm orders, and resolve discrepancies
• Track order status and delivery schedules to ensure timely receipt of goods
• Assist with receiving deliveries by verifying shipments against purchase orders
• Inspect incoming items for accuracy, damage, or shortages and report issues
• Help organize, label, and distribute inventory to appropriate departments
• Visit nearby sites as needed to help verify inventory and supply needs
• Coordinate with warehouse, inventory, and finance teams on received goods and billing
• Maintain procurement and inventory tracking logs and reports
• Ensure procurement and inventory handling follow company policies and procedures
Requirements
Required Qualifications
• High school diploma or equivalent
• Basic understanding of procurement, inventory, or supply chain processes
• Proficiency in Microsoft Office (especially Excel)
• Experience with ERP, inventory, or purchasing systems is a plus
• Strong organizational and record-keeping skills
• Ability to lift and move standard office or supply items when assisting with receiving