Supply Clerk - Purchasing - J09060 - 12700

Supply Room Clerk

Responsible for all activities associated with the Purchasing Department's Supply Room, including receiving and issuing all consumable office supplies used by County departments. Receives all incoming supplies and checks invoices for accuracy; sorts and marks all items with stock numbers; places items on shelves for issuance.

Employee receives general supervision from the Assistant Purchasing Agent. Well-defined procedures are used in carrying out the duties.

Essential duties and responsibilities include the following. Other duties may be assigned.

Employee is responsible for a Supply Room containing items valued at approximately $160,000.

In dispensing items, the employee :

• Completes an average of 50 daily transactions in filling orders and issuing office supplies.
• Inputs data in the computerized inventory system for each transaction and gives a copy to the customer.
• At day's end, generates a report on total daily transactions.
• On a monthly basis, generates reports on transactions for each department for submitting to the Auditor's Office.
• Using suppliers' catalogs, prepares requisitions for departments that request "special order" items not stocked in the Supply Room.
• Restocks Supply Room shelves with items from the warehouse.
• Uses a thorough knowledge of office supply products in order to provide alternative suggestions and to offer new information to customers.

In receiving items for inventory, the employee :

Employee monitors the inventory of the Supply Room by maintaining a list of office supply items to be re-ordered as inventory diminishes. Prepares replacement orders / purchase orders. Enters these into the computerized inventory system.

Maintains files of all documents / purchase orders regarding inventory for the Supply Room.

Maintains the Department's main files of all County purchase orders, keeping a set by vendor name and another by numerical order.

Performs other clerical, supply, and purchasing duties as needed.

Qualifications to perform this job successfully include :

Education and / or experience : High school diploma or general education degree (GED) plus at least one year of experience in an office supply or purchasing management environment involving ordering, stocking, delivering, and / or selling consumable office supply products.

Language skills : Ability to read and interpret documents such as delivery tickets, invoices, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical skills : Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute percentages.

Reasoning ability : Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other skills and abilities : Demonstrated data entry skills; ability to operate a computer using data-input or inventory software applications.

Ability to establish and maintain records and files, and to organize data for orders and reports.

Ability to apply rules and regulations to standard or routine situations. Ability to make judgments regarding the appropriate response to routine questions or situations, and to recognize the need to refer more complex issues to the employee's supervisor.

Ability to understand, follow, and give oral and written instructions.

Ability to proofread for completeness and accuracy. Ability to type accurately at a speed of at least 35 words per minute.

Ability to establish and maintain effective working relationships with other county employees and officials and the general public.

Physical demands : While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel. The employee frequently is required to stand, walk, sit, climb or balance, and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch.

The employee must frequently lift and / or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.