Procurement Clerk Career

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


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Procurement Clerk Career

What Procurement Clerks do:

  • Track the status of requisitions, contracts, and orders.
  • Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
  • Prepare purchase orders and send copies to suppliers and to departments originating requests.
  • Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered.
  • Perform buying duties when necessary.
  • Review requisition orders to verify accuracy, terminology, and specifications.
  • Prepare, maintain, and review purchasing files, reports and price lists.
  • Respond to customer and supplier inquiries about order status, changes, or cancellations.
  • Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.
  • Compare suppliers' bills with bids and purchase orders to verify accuracy.
  • Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
  • Calculate costs of orders, and charge or forward invoices to appropriate accounts.
  • Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors.
  • Train and supervise subordinates and other staff.
  • Check shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications.
  • Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms for public posting.
  • Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes.
  • Monitor contractor performance, recommending contract modifications when necessary.
  • Approve and pay bills.

What work activities are most important?

Importance Activities

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.

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

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

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.

Holland Code Chart for a Procurement Clerk