Senior Purchasing Clerk

Senior Purchasing Clerk Grade 16 Salary Range $44,574.40 ($21.43 hr) - $48,235.20 ($23.19 an hour)

Supervisor- Vanessa Zimmerman/Director of Purchasing

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform technical and administrative work functions associated with procurement of equipment, material, supplies and perform maintenance of related records.

Work is performed under the general supervision of the Purchasing Agent. Supervision is exercised over the subordinate clerical staff.

MINIMUM QUALIFICATIONS

High school diploma or GED required; one year of experience in purchasing or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  Must possess and maintain a valid Georgia Driver's License. Must be able to obtain a Notary Commission within 6 months of employment.  Supervisory experience is preferred.

ESSENTIAL FUNCTIONS

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• Processes a variety of documentation associated with departmental operations, per established procedures and within designated time frames; distributes documentation or maintains records as appropriate.

• Initiates orders for new and replacement equipment, supplies and materials; solicits bids and obtains competitive price quotes; tabulates bids.

• Prepares purchase orders and reviews for accuracy of data; issues approved purchase orders to vendors.

• Receives equipment and supply orders; processes documentation and forwards materials as appropriate.

• Processes completed purchase orders; reviews invoices and related documentation for appropriateness and completion; breaks down purchase orders and distribute copies as necessary; forwards invoices with purchase orders for payment.

• Tracks status of open purchase orders; performs follow-up to ensure timely delivery.

• Performs basic research functions as needed.

• Maintains current listing of county property inventory and insurance; makes additions and deletions as appropriate.

• Maintains county vehicle and fuel records; monitors status of vehicle maintenance work and verifies completion of work, initiates orders for weekly fuel supplies.

• Prepares routine correspondence, forms, lists, reports, and other documents via computer and/or typewriter.

• Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates reports.

• Receives, reviews and maintains various forms, correspondence and other documentation; takes appropriate action when necessary.

• Receives, opens, and distributes incoming mail; prepares outgoing mail.

• Copies and distributes notifications, reports, and other related materials.

• Prepares, receives, distributes and take action when necessary on all faxes.

• Prepares departmental files; sorts/organizes documents to be filed, files documents in designated order; locates and removes files; maintains file system for departmental records.

• Attends county surplus equipment auctions; records sales, receives payment, issues receipts, forwards revenue as appropriate; transfers titles of vehicles sold.

• Communicate with vendors or other individuals to discuss discrepancies, problems, etc.

• Coordinates departmental communication (incoming, outgoing, or relaying information) between the department, other departments, outside agencies and the general public.

• Answers the telephone; provides information and assistance; takes and relays messages and/or directs call to appropriate personnel; returns calls when necessary.

• Responds to routine request for information or assistance from members of staff, the public, or other individuals.

ADDITIONAL FUNCTIONS

May provide notary services.

Performs other related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of departmental functions, organization, and policies; knowledge of knowledge of routine purchasing procedures, methods, and practices: knowledge of basic accounting principles;  knowledge of standard office practices and procedures; knowledge of filing and record keeping methods; knowledge of standard office equipment, basic computer applications and techniques.

Skill in operating standard office equipment; skill in data entry; and skill in utilizing various computer software programs relevant to the position.

Ability to understand departmental policies, procedures, rules and regulations; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to maintain financial records and to prepare accurate reports and statements; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with employees, vendors, and the general public; ability to perform required mathematical calculations; ability to establish and maintain effective filing systems; ability to operate standard office equipment; ability to perform data entry accurately with appropriate speed; ability to utilize various computer software programs relevant to the position.

 MINIMUM QUALIFICATIONS

High school diploma or GED required; one year of experience in purchasing or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  Must possess and maintain a valid Georgia Driver's License. Must be able to obtain a Notary Commission within 6 months of employment.  Supervisory experience is preferred.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:  Must be able to operate a variety of automated machinery and equipment including a motor vehicle, computer, printer, typewriter, calculator and telephone.  Physical demand requirements are at levels of those for heavy work.

DATA COMPREHENSION:  Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, catalogs, and reference manuals.

INTERPERSONAL COMMUNICATION:  Requires the ability to speak with and/or signal people to convey or exchange financial and purchasing information, including giving assignments and/or directions to co-workers or assistants as well as communicating with the general public.

LANGUAGE ABILITY:  Requires ability to read a variety of financial and purchasing documentation, directions, instructions, and methods and procedures.  Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech.  Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE:  Requires the ability to learn and understand basic purchasing and accounting principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE:  Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE:  Requires the ability to add and subtract totals; multiply and divide totals; determine percentages; and determine time and weight.

FORM/SPATIAL APTITUDE:  Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINATION:  Requires the ability to coordinate hands and eyes in using job related equipment and to operate motor vehicles.

MANUAL DEXTERITY:  Requires the ability to handle a variety of items, job related equipment, control knobs, switches, etc.  Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities.  Must have average levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION:  May require the ability to discern color.

INTERPERSONAL TEMPERAMENT:  Requires the ability to deal with and relate to people beyond giving and receiving instructions.  Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION:  Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.

 

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Last updated on Jan 30, 2025