Purchasing Clerk

(Formerly:  Clerk-Typist III)

NATURE & SCOPE OF WORK

A Purchasing Clerk utilizes computer software to provide specialized support services to purchasing technical and management staff and provides more routine procurement services.

The work includes liaising with internal users and external vendors; communicating information in relation to purchasing policies and procedures; utilizing mainframe and personal computer software to process transactions, research information and analyse data; publishing catalogues; doing word processing; providing operational support services within the department; co-ordinating work with other support staff; and, under close supervision, doing routine purchasing.  Work is conducted under the general direction of senior personnel.  Independent decision-making occurs within defined parameters.

TYPICAL RESPONSIBILITIES

Buys routine commodities, under direction.

Provides information to potential vendors.

Co-ordinates and trains junior staff on specific job tasks; participates in the work as needed; and reports concerns to senior personnel.

Maintains bidders list and updates and reclassifies it.

Obtains and maintains sourcing information in a library of vendor catalogues.  Research including Internet search, is conducted to satisfy specialized needs.  Recommendations are made on supply sources.

Publishes district catalogues, in either print or electronic form, using computer software.

Communicates information; provides assistance to users on purchasing matters; and explains purchasing policies, regulations and procedures.

Supports purchasing software users in schools and departments by providing telephone help service and training presentations.

Co-ordinates quotation distribution, receiving and holding, on a confidential basis.

Attends tender openings to distribute information and control documentation.

Analyses bids utilizing spreadsheet software and makes recommendations.

Co-ordinates records, in both paper and electronic form.

Co-ordinates vendor samples to requisition, identify, organize, maintain and return.

Solves user problems relating to: supply and delivery challenges with vendors, agents, schools and departments; replacements and refunds; and exchanges of product.

Provides secretarial service, including word processing, designing forms and graphics and telephone answering.

Makes and cancels appointments; arranges meetings and attends meetings and takes notes.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Ability to utilize, and trouble-shoot routine problems associated with networked personal computers and applications software for operating systems, word processing, desktop publishing, database and spreadsheets, and mainframe multi-user applications related to the work.

Knowledge of the basic methods, practices, principles and controls involved in the provision of procurement services to users and purchasing from vendors in a public sector context.

Knowledge of district policies and regulations and of department practices which govern purchasing activities.

Knowledge of basic elements of legislation affecting purchasing.

Knowledge of the Code of Ethics of the Purchasing Management Association of Canada.

Knowledge of basic accounting as it relates to purchase and purchase adjustment transactions.

Interpersonal, communication, customer service and teamwork skills to deal with subordinates, vendors and employees at all levels.

Knowledge of business English and demonstrated ability in verbal and written communication skills, including grammar, spelling, punctuation and the terminology of public sector professional purchasing.

Ability to operate general office equipment.

Ability to operate a computer keyboard including numeric keypad.

Ability to self-organize, prioritize and coordinate tasks with team members to satisfy competing user deadlines while maintaining adherence to comprehensive requirements.

Ability to maintain a sustained attention to detail combined with consistent accurate application of a substantive body of knowledge.

Ability to provide procedural advice and guidance to clerical personnel.

Ability to provide training presentations to clerical staff on the use of district purchasing software.

Ability to analyze bids, quotations and proposals to determine compliance and best value.

Ability to solve problems related to the work.

Ability to qualify for a Certified Professional Purchaser Accreditation Program Level 1 from the Purchasing Management Association of Canada or equivalent.

TRAINING AND EXPERIENCE

Completion of Grade 12, plus additional post-secondary courses in Office Practices, Communications, and software utilization.

One year recent full-time experience in a similar computerized purchasing office environment or equivalent level of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None