General Summary

The Purchasing Clerk supports the procurement function by processing purchase requests, obtaining vendor quotes, creating purchase orders, maintaining purchasing records, and assisting with inventory and receiving activities. This position ensures purchases are completed accurately, timely, and in compliance with organizational policies and applicable regulations.

Primary Responsibilities

Review and process purchase requisitions for accuracy, completeness, compliance, necessity and reasonableness.
Obtain vendor quotes and pricing information, evaluate options for vendor selection.
Create, issue, and maintain purchase orders, ensuring all required documentation is complete and accurately recorded.
Communicate with vendors regarding quotations, pricing, order placement, shipment status, delivery schedules, and order discrepancies.
Monitor open purchase orders and follow up on delayed shipments to ensure timely delivery of goods and services.
Maintain purchasing files, vendor records, and procurement documentation in accordance with record retention requirements.
Coordinate with internal departments to provide purchasing updates and resolve procurement-related issues.
Assist with receiving activities by verifying deliveries, reviewing packing slips, maintaining receiving records, and confirming items meet order specifications.
Support inventory control processes, including asset tagging, tracking, and supply management.
Maintain inventory of office and program supplies.
Ensure all procurement activities comply with organizational policies and applicable to federal, state and funding source requirements.
Promotes and adheres to CACOST core values (Accountability, Excellence, Integrity, Quality, and Teamwork).
Performs other duties as assigned.

Work Experience

Required

Three (3) years of clerical, administrative, or related office experience

Preferred

One (1) year of purchasing, procurement, inventory, or related experience.

Education/Certifications/Licensure
Required

High School diploma or General Education Development (GED) certificate.

Skills
Required

Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
Ability to communicate professionally and effectively, both verbally and in writing.
Strong organizational and time-management skills with attention to detail.
Ability to perform basic mathematical calculations and review purchasing information for accuracy.
Ability to manage multiple assignments, priorities, and deadlines.
Proficiency with Adobe Acrobat or similar document management software.
Ability to work independently while contributing effectively to a collaborative team environment.

Preferred

Knowledge of purchasing practices, competitive quote processes, purchase orders, receiving and inventory controls.
Familiarity with procurement requirements applicable to grant funded or publicly funded organizations.

Physical Requirements
If a preliminary offer of employment is extended, a physical will be required before the offer can be accepted.

Light to medium physical duties include standing, walking, reaching, bending, hearing, talking for up to eight (8) hours a day. Must be able to work on a computer for a minimum of 6 hours a day. Must be able to lift twenty (20) pounds. Lifting will be primarily confined to occasional on premises lifting of boxes of office supplies and minor office equipment. Non-physical demands include performing multiple tasks simultaneously, the ability to meet multiple deadlines, judgement decisions and working closely with others as part of a team.

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