Fleet & Purchasing Assistant

Responsibilities

• Collaborates with other departments for the purpose of documenting the purchase of goods and/or services.
• Distributes purchase orders, vendor information, etc. for the purpose of providing reference documents for completing purchase process.
• Maintains a variety of manual and electronic documents, files and records (e.g. Requests for Proposal, purchase orders, vender files, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepares a variety of written materials (e.g. lists, control logs, reports, audit trails, purchase orders, bids, memos, letters, etc.) for the purpose of ensuring the accuracy of data relating to purchasing and special checks.
• Processes documents and materials (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) for the purpose of distributing information and/or acquiring resources to support District operation in conformance with established guidelines.
• Researches a variety of issues (e.g. order status, purchase order tracking, etc.) for the purpose of providing order status for vendors and staff.
• Responds to inquires from a variety of individuals (e.g. staff, administration, auditors, vendors, etc.) for the purpose of providing information and/or direction.
• Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
• Other duties as assigned by the department manager.

Requirements

& Skills

• In depth knowledge of accounting and mathematics.
• Ability to work with computers and software such as Microsoft Excel, as well as data processing skills, are valued.
• Attention to detail and accuracy
• Good communication skills
• Organizational skills
• Problem-solving skills
• Decision-making skills
• Stress tolerance
• High school diploma or GED
• Associate’s degree preferred
• Valid driver’s license Working Conditions: Purchasing Clerk is primarily in an office environment. Periodic weekend or evening work is expected. Software & Tools
• Mas 90 / Sage 100
• Microsoft Office
• Internet Browser
• Microsoft Outlook The job of Purchasing Clerk is done for the purpose/s of assisting in buying actions; coordinating the processing of purchasing documentation; maintaining vendor/source information, etc.; providing training on specialized purchasing applications; and preparing descriptions, specifications and bids.