Procurement Clerks Job Description

The Procurement Clerks job function is to complete information and records to draw up purchase orders for procurement of materials and services.

Duties:

The Procurement Clerk prepares purchase orders and sends copies to suppliers and to departments originating requests. The Procurement Clerk determines if inventory quantities are sufficient for needs, ordering more materials when necessary. The Procurement Clerk responds to customer and supplier inquiries about order status, changes, or cancellations. The Procurement Clerk performs buying duties when necessary. The Procurement Clerk contacts suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems. The Procurement Clerk reviews requisitions orders in order to verify accuracy, terminology, and specifications. The Procurement Clerk prepares, maintains, and reviews purchasing files, reports and price lists. The Procurement Clerk compares prices, specifications, and delivery dates in order to determine the best bid among potential suppliers. The Procurement Clerk tracks the status of requisitions, contracts, and orders. The Procurement Clerk calculates costs of orders, and charge or forward invoices to appropriate accounts.

Knowledge:

The Procurement Clerk needs certain skills and particular knowledge concerning their job function in order to properly do the job as expected by their employer. The Procurement Clerk needs knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. The Procurement Clerk needs knowledge of principles and processes for providing customer and personal services. This includes customer needs assessments, meeting quality standards for services, and evaluation of customer satisfaction. The Procurement Clerk needs the knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. The Procurement Clerk needs knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications. The Procurement Clerk needs knowledge of business management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. The Procurement Clerk needs knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Skills:

The Procurement Clerk needs the skill to manage time for the department and also their own time. This is vital in their job in order to save on the budget. The Procurement Clerk must have the understanding of written sentences and paragraphs in work related documents. The Procurement Clerk must have the skill to talk to others to convey information effectively. The Procurement Clerk must give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. The Procurement Clerk must have the skill to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or appropriate to problems. The Procurement Clerk needs the skill to communicate effectively in writing as appropriate for the needs of the audience that is being presented the procurement documents. The Procurement needs the skill to obtain and see to the appropriate use of equipment, facilities, and materials needed to do certain work. The Procurement Clerk needs the skill to use mathematic in order to resolve most problems that arise from their job function. The Procurement Clerk needs the skill to consider the relative costs and benefits of potential actions to choose the most appropriate one.

Abilities:

  • The Procurement Clerk needs the ability to listen to and understand information and ideas presented through spoken words and sentences.
  • The Procurement Clerk needs the ability to communicate information and ideas in speaking so others will understand.
  • The Procurement Clerk needs the ability to read and understand information and ideas presented in writing.
  • The Procurement Clerk needs the ability to apply general rules to specify problems to produce answers that make sense.
  • The Procurement Clerk needs the ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules for example patterns of numbers, letters, words, pictures, and/or mathematical operations.
  • The Procurement Clerk needs the ability to tell when something is wrong or is likely to go wrong. It does not include solving the problem or recognizing there is a problem.

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