Purchasing Clerk

BASIC PURPOSE

Provide administrative, clerical, and technical support to PSTA’s Procurement Department including but not limited to the processing of purchasing requisitions, setting up files, running various reports and purchase orders.

ESSENTIAL FUNCTIONS

Prepares, processes, and files a variety of procurement documents.

• Schedules appointments and meetings with vendors, Procurement Department staff, and others.
• Processes Requisitions. Receives and reviews requisitions for completeness and required authorizations. Records approved requisitions and submits to appropriate purchasing agent.
• Establishes, updates and maintains division databases, such as vendor applications, vendor subscriber files, proposal and bid records.
• Enters and maintains accurate information in various Procurement Department software systems.
• Aids Purchasing Agents by researching historical information, drafting purchasing documents and notification letters, gathering market data, researching available market of supplies, materials and publications; preparing fee schedules, and providing general assistance as requested.
• Provides assistance to vendors : answers telephone calls, correspondence and requests for assistance from vendors; researches and provides information; and provides copies of RFP and bid invitation information upon request.
• Maintains records and produces reports upon request.
• Maintains electronic and paper files of purchasing activities; files requisitions, bid / proposal tabulations, vendor selection, contracts, and other related documentation.

MINIMUM QUALIFICATIONS

Education : Bachelor’s degree in a relevant field preferred. Equivalent combinations of education, training, and experience may be considered.

Experience :   1+ year administrative / clerical experience in an office environment.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of : Computer business software applications, including Microsoft Word, Outlook, and Excel.

Skilled in : Strong verbal and written communication skills including grammar, spelling, and punctuation.  Basic business arithmetic including addition, subtraction, multiplication and division, calculating decimals and percentages, utilize principles of fractions, and interpret graphs.  Experienced using Microsoft Excel to calculate, organize, and present data.

Abilities : Review, classify, categorize, prioritize, and / or analyze data.  Communicate with vendors and employees with tact and diplomacy in resolving stressful or conflicting situations.  Prepare and manage accurate records including filing alphabetically, numerically, and chronologically.

PSTA is an Equal Employment Opportunity Employer.