Procurement Clerks :: Job Description

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Procurement Clerks

Careers / Procurement Clerks

Summary Description


	Compile information and records to draw up purchase orders for procurement of materials and services.

Sample Job Titles

1.	Buyer

2.	Departmental Buyer

3.	Film Replacement Orderer

4.	Procurement Agent

5.	Procurement Analyst

6.	Procurement Assistant

7.	Procurement Clerk

8.	Procurement Officer

9.	Procurement Specialist

10.	Procurement Technician

11.	Property and Supply Officer

12.	Purchaser

13.	Purchasing Agent

14.	Purchasing Assistant

15.	Purchasing Associate

16.	Purchasing Clerk

17.	Purchasing Coordinator

18.	Purchasing Department Clerk

19.	Purchasing Manager

20.	Purchasing Specialist

21.	Supply Coordinator

22.	Warehouse Clerk

Job Tasks

	Prepare purchase orders and send copies to suppliers and to departments originating requests.

	Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.

	Respond to customer and supplier inquiries about order status, changes, or cancellations.

	Perform buying duties when necessary.

	Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.

	Review requisition orders in order to verify accuracy, terminology, and specifications.

	Prepare, maintain, and review purchasing files, reports and price lists.

	Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.

	Track the status of requisitions, contracts, and orders.

	Calculate costs of orders, and charge or forward invoices to appropriate accounts.

	Check shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications.

	Compare suppliers' bills with bids and purchase orders in order to verify accuracy.

	Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors.

	Approve bills for payment.

	Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes.

	Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered.

	Monitor contractor performance, recommending contract modifications when necessary.

	Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms for public posting.

Work Activities

Importance	Work Activity

Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.


		locate sources of supply for purchasing

		obtain information from individuals

Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.


		use computers to enter, access or retrieve data

Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.

Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.


		compute financial data

		compile data for financial reports

		verify data from invoices to ensure accuracy

Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.


		communicate technical information

		write business correspondence

Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.

Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.


		identify supplier with best bid

		select materials or tools

Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.


		maintain records, reports, or files

		fill out business or government forms

		fill out purchase requisitions

Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.


		use telephone communication techniques

Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.


		maintain account records

Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.

Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Estimating the Quantifiable Characteristics of Products, Events, or Information — Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.


		manage inventories or supplies

		order or purchase supplies, materials, or equipment

Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.


		examine documents for completeness, accuracy, or conformance to standards

Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.

Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.

Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Selling or Influencing Others — Convincing others to buy merchandise/goods or to otherwise change their minds or actions.

Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.

Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Guiding, Directing, and Motivating Subordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

Inspecting Equipment, Structures, or Material — Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.

Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.

Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.

Handling and Moving Objects — Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.

Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Nature of the Work


	(Abstract from Career Articles)

	Procurement Clerks
	Procurement clerks compile requests for materials, prepare purchase orders, keep track of purchases and supplies, and handle inquiries about orders. They make sure that what was purchased arrives on schedule and meets the purchaser's specifications.

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