What are the responsibilities and job description for the Purchasing Clerk position at Grundy County Board of Education?
The Purchasing Clerk is responsible for supporting the purchasing department by assisting in the procurement of goods and services, processing purchase orders, and ensuring timely and cost-effective purchasing solutions. The role requires attention to detail, strong organizational skills, and the ability to manage multiple tasks efficiently.
Qualifications :
High school diploma or equivalent (Associate's degree in Business or related field preferred).
Previous experience in purchasing, procurement, or inventory management is a plus.
Strong organizational and time-management skills.
Good communication skills and the ability to build relationships with vendors and internal stakeholders.
Knowledge of Microsoft Office Suite (Excel, Word, Outlook) and purchasing software (ERP systems preferred).
Strong attention to detail and ability to work with numbers.
Ability to work independently and as part of a team.
Reports To : Chief Financial Officer
Key Responsibilities :
Process purchase orders by reviewing requisitions and obtaining approval from relevant departments.
Research and source suppliers, ensuring competitive pricing and quality of products.
Communicate with vendors to obtain quotes, negotiate terms, and resolve order discrepancies.
Ensure timely delivery of goods and services, coordinating with suppliers and internal teams.
Maintain accurate purchasing records, including purchase orders, receipts, and invoices.
Assist in preparing reports on purchasing activities, including cost analysis and vendor performance.
Review and reconcile vendor invoices against purchase orders to ensure accuracy.
Monitor and evaluate supplier performance to ensure adherence to contracts, quality standards, and delivery schedules.
Maintain an organized filing system for purchase orders, vendor agreements, and other related documents.
Skills & Abilities :
Strong problem-solving and analytical skills.
Ability to prioritize tasks in a fast-paced environment.
Knowledge of supply chain management processes and best practices.
Good negotiation and communication skills.
Physical Demands / Requirements :
Standing / Walking : The position may require standing or walking for extended periods, particularly when organizing or reviewing inventory, moving between departments, or attending meetings.
Sitting : The role involves sitting at a desk or workstation for prolonged periods, especially when processing purchase orders, entering data, and handling administrative tasks.
Lifting / Carrying : The role may occasionally require lifting and carrying items such as boxes or supplies, typically up to 25 pounds. Assistance or equipment may be available for heavier items.
Reaching / Stretching : The position may involve reaching for files, inventory items, or office supplies, both at ground level and on higher shelves or storage areas.
Typing / Using Hands : Frequent use of a keyboard, mouse, and other office equipment is required to complete tasks such as data entry, order processing, and communication.
Vision : Clear vision is essential for reviewing documents, purchase orders, invoices, and other written material, both on a screen and in physical form.
Hearing / Speaking : Good hearing and speaking ability are necessary for communicating effectively with suppliers, internal teams, and management, both in person and over the phone.
Mental / Emotional Effort : The position requires concentration, attention to detail, and the ability to multitask effectively in a busy environment. Occasional deadlines and pressure may require the ability to manage stress and maintain accuracy under time constraints.
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