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.	Expeditor

4.	Film Replacement Orderer

5.	Procurement Agent

6.	Procurement Analyst

7.	Procurement Assistant

8.	Procurement Clerk

9.	Procurement Coordinator

10.	Procurement Officer

11.	Procurement Specialist

12.	Procurement Technician

13.	Property and Supply Officer

14.	Purchaser

15.	Purchasing Administrative Assistant

16.	Purchasing Administrator

17.	Purchasing Analyst

18.	Purchasing Assistant

19.	Purchasing Associate

20.	Purchasing Clerk

21.	Purchasing Coordinator

22.	Purchasing Department Clerk

23.	Purchasing Specialist

24.	Supply Coordinator

25.	Warehouse Clerk

26.	Warehouse Technician

Job Tasks

	Perform buying duties when necessary. Order materials, supplies, or equipment.

	Prepare purchase orders and send copies to suppliers and to departments originating requests. Prepare documentation for contracts, transactions, or regulatory compliance. Send information, materials or documentation.

	Compare suppliers' bills with bids and purchase orders to verify accuracy. Verify accuracy of financial or transactional data.

	Prepare, maintain, and review purchasing files, reports and price lists. Check data for recording errors. Prepare documentation for contracts, transactions, or regulatory compliance.

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

	Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers. Analyze financial information.

	Approve and pay bills. Execute sales or other financial transactions.

	Review requisition orders to verify accuracy, terminology, and specifications. Verify accuracy of financial or transactional data.

	Determine if inventory quantities are sufficient for needs, ordering more materials when necessary. Monitor inventories of products or materials.

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

	Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors. Maintain current knowledge related to work activities. Provide information to coworkers.

	Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems. Coordinate shipping activities with external parties.

	Track the status of requisitions, contracts, and orders. Maintain operational records.

	Respond to customer and supplier inquiries about order status, changes, or cancellations. Discuss account status or activity with customers or patrons.

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

	Train and supervise subordinates and other staff. Train personnel. Supervise clerical or administrative personnel.

	Monitor contractor performance, recommending contract modifications when necessary. Supervise clerical or administrative personnel.

	Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms for public posting. Prepare documentation for contracts, transactions, or regulatory compliance. Send information, materials or documentation.

	Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes. Track goods or materials.

Work Activities

Importance	Work Activity

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

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

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.

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

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

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

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

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

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.

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.

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

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

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.

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

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

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

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

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.

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

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

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

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

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

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

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

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

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

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

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

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

Nature of the Work


	(Abstract from Career Articles)

	Financial Clerks
	Financial clerks do administrative work for many types of organizations. They keep records, help customers, and carry out financial transactions.

	Read More >>

Working Conditions


	(Abstract from Career Articles)

	Financial Clerks
	Financial clerks work in a variety of office settings, including bank branches, medical offices, and government agencies. Most work full time.

	Read More >>

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Before his music career, Elvis Costello worked as a computer programmer.

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