Receptionist and Purchasing Clerk

Description

Summary: Assists activities involved with the purchasing of goods/services as needed by the organization.  Operates PBX or multi-line telephone system to answer incoming calls and directs callers to appropriate personnel.

Essential Duties and Responsibilities (other duties may be assigned):

• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers questions about organization and provides callers with address, directions, and other information.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Maintains smock area.
• Monitors visitor access and issues passes when required.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Performs other clerical duties as needed, such as filing, photocopying, and collating. Reviews purchase requisitions when necessary.
• Confers with vendors to obtain product or service information such as price, availability, and delivery schedule.
• Estimates values according to knowledge of market price.
• Prepares purchase orders or bid requests.
• Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories.
• Ensures purchasing process conforms to applicable specifications (ISE specifications, ISO standards, etc.).

Qualifications

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:                                                       

• Associate’s degree or equivalent; or three to six months related experience and/or training; or equivalent combination of education and experience.

Knowledge, Abilities and Skills:

• Requires considerable knowledge of: modern office methods and procedures; modern business English, spelling and arithmetic; the operations of common office machines and equipment.
• Requires considerable ability to: use good judgment in making routine decisions in accordance with existing laws, ordinances, regulations and departmental policies and procedures; establish and maintain satisfactory working relationships with departmental personnel and customers.

Computer Skills:                                                         

• MS Office Suite
• Purchasing software preferred

Other Skills and Abilities                                                  

• Strong customer service and problem solving skills
• Ability to handle multiple detailed oriented tasks
• Strong teamwork and interpersonal skills
• Knowledge of Purchasing policies and practices

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Some lifting of boxes of up to 25lbs (files and other purchasing documents) is required.
• While performing the duties of Receptionist, the employee is physically required to sit at the receptionist’s desk for the duration of the assigned time period.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work in Office Environment

Salary : $21 - $25