SUMMARY OF FUNCTIONS
The Purchasing/Office Clerk is responsible for the general, day-to-day operations of the organization’s purchasing and office functions. The Purchasing/Office clerk performs purchasing functions, maintains data bases (e.g., customer, vendor), creates Purchase Orders, and assists with Offices functions such as accounts payable and receivable, mailings, ordering supplies, phone reception, and performing a variety of administrative office tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Responsible for efficient purchasing of materials and supplies.
- Receives purchase requisitions and verifies for accuracy and authorization(s).
- Periodically evaluates vendors/suppliers as required per policies and advises team when vendors are not meeting requirements.
- Evaluates and recommends new/substitute vendors, when necessary.
- Prepares and issues purchase orders; determines and negotiates prices, delivery, and credit terms.
- Buys according to established company policies and procedures; maintains accurate purchasing records.
- Responsible for evaluating, assessing, and selecting vendors based on capabilities, performance, and consistent quality.
- Maintains rapport and good working relationships with vendors; keeps accurate vendor records.
- Expedites purchase orders as necessary and ensures delivery of purchased items for uninterrupted manufacturing flow.
- Enters invoices, creates shipping documents, and reviews documents from the mail and forwards as appropriate
- Drafts memos and other reports as appropriate.
- Assists with management meetings as needed.
- Schedules and performs word processing and spreadsheet activities; formats, revises, and prints out final copies of complex documents for other employees.
- Responsible for developing, implementing, and updating office policies and procedures including scheduling appointments, processing mail, answering phones and ordering supplies.
- Performs other administrative or office duties or projects as required or as assigned.
Reports directly to the Vice President of Business Operations. Assists and coordinates activities with the President and other managers in the company.
A high school diploma: a degree in accounting or business administration is preferred. Good communication skills and the ability to work well with people are essential; must be able to work independently and as part of a team. Must be proficient in QuickBooks and Microsoft Office (esp. Excel).
Ability to communicate orally with customers, vendors, management, and other co-workers. Regular use of the telephone and e-mail for communication is essential.
Sitting for extended periods is common. Hearing, vision, and speaking within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.
No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines.
Good reasoning ability is important. Able to understand and utilize management reports, memos, and other documents to conduct business.
The job is performed indoors in a traditional office setting. Activities include extended periods of sitting while working at a computer and occasional fast-paced operations and events.