Purchasing Clerk

BASIC PURPOSE

Provide technical, administrative and clerical 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 a variety of procurement documents.
• Assists with request for proposal (RFP) and Invitation for Bid (IFB) process, including but not limited to: compiling data and supporting documentation; making copies; mailing and distributing bid and proposal documents and addenda; preparing purchase orders, requisitions, letters, bid tabulation forms, mailing lists, and other duties.
• Processes purchase orders. Receives and reviews purchase orders for completeness and required authorizations. Records approved purchase orders and submits to appropriate purchasing agent. Drafts and processes change orders to existing purchase orders.
• Assist with Contract management by scanning, and filing appropriate documentation and drafting out going correspondence the contractor.
• 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.
• Schedules appointments and meetings with vendors, Procurement Department staff, and others.
• Provides assistance to 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; explains purchasing policies and procedures; 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 purchase orders, bid/proposal tabulations, vendor selection, contracts, and other related documentation.
• Also assisting the budget department in the budget process from an administrative perspective e.g. editing budget book as directed, making additional copies of the budget book.

MINIMUM QUALIFICATIONS

Education: High School Diploma or GED

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, calculate decimals and percentages, utilize principles of fractions, and interpret graphs.

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.

Salary : $22 - $27