Purchasing Clerk

Job Summary

Under general supervision reviews requisitions and request for pays for all five Utilities divisions; submit request for pays for invoices not needing a purchase order number; monitor stocking levels to determine needs for materials and supplies; confers with vendors to obtain product or service information, determines method of procurement and coordinates the preparation of purchase orders; maintains, files and retrieves documents as needed, documents and update logs, prepares reports upon request and performs additional tasks in support of the department’s administration as needed; directly supervises warehouse personnel and custodian; ensures that field crews have all necessary equipment needed to perform their tasks; schedules leave time for warehouse clerk, custodian; interviews, trains employees, counsels employees on work related issues and rates performance; maintains filing system, documents and retrieves material as needed; overtime as needed.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Reviews request for pays and requisitions for the field crews and meter technicians for items such as valves, pipes, sleeve, fittings, meters, radios, and related equipment and supplies along with ADMIN supplies.
• Confers with vendors to obtain product or service information such as price, availability and delivery schedules.
• Prepares requisitions and request for pays, calculate items listed and verifies totals.
• Prepares purchase orders for procuring items for immediate use or for inventory.
• Verifies incoming shipments against requisitions and purchase orders to ensure kind and quantities received and prices.
• Attaches delivery ticket to requisitions.
• Verifies purchase order numbers and files.
• Issues purchase order numbers to supervisors within each division for supplies, equipment and material.
• Receives and processes invoices from vendors.
• Verifies totals and obtain necessary signatures for approval and payment.
• Keeps warehouse stocked and inventoried.
• Interviews applicants for employment and makes hiring recommendations.
• Orientates new employees on procedures and work rules.
• Trains and coordinates on-the-job training for employees.
• Coordinates relief and leave time between the warehouse clerk and custodian.
• Rates performance appraisals of employees.
• Issues verbal correction or may recommend additional disciplinary action if needed.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
Graduation from high school or GED equivalent

Experience
Prior experience in warehouse/purchasing

Licenses or Certifications Required
Must possess a valid state issues driver’s license

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Knowledge of the City of Phenix City purchasing procedures and work rules.
• Knowledge of plumbing materials and supplies.
• Knowledge of organization and operating procedures of Utilities Department.
• Knowledge of municipal water system and meters and related equipment.
• Knowledge of the use of computers and programs.
• Knowledge of inventorying materials and supplies.

Ability to:

• Reading skills to comprehend maps, procedures, regulations and related documents of moderate complexity.
• Writing skills to prepare forms and records, memorandums, reports, schedules, instructions and similar documents.
• Math skills to add columns of figures, subtract, multiply and divide in performing calculation involving decimals and percentages.
• Computer skills including keyboarding, text processing and use of specialized programs such as excel to create different types of spread sheets.
• Verbal communication skills to speak to individuals and small groups, talk on telephone and two-way radio.
• Ability to communicate with, motivate and lead employees to accomplish objectives in a timely manner.
• Ability to work as a team member.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Inside and outside

Physical Demands: See accompanying page for details

Key Working Relationship: Director, division supervisors, field crews and other department employees

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.