Duties and attributes of a purchasing clerk/assistant
- 1. PROCUREMENT AND INVENTORY MANAGEMENT By G Flanders-Hinds
- 2. Section 10 Objective 1(b) Duties and attributes of a Purchasing Clerk
- 3. OBJECTIVES Identify the duties and attributes of a clerk in the purchasing department: Duties: i. Preparing and processing purchase and stock requisitions; ii. Filing of purchasing records; iii. Maintaining stock records; iv. Maintaining database of suppliers records; and v. Verifying orders received.
- 4. Attributes: • Detail orientation • Initiative • Honesty • Integrity • Attention to details • Resourcefulness • Good judgement • Tactful • Good negotiation skills • Creativity
- 5. DUTIES OF THE PURCHASING CLERK The duties of the Purchasing Clerk in the procurement or purchasing process may include: • Preparing and processing purchase requisitions – he/she may have to check the purchase requisitions received to ensure that they are properly completed and signed; • Receiving deliveries – he/she will be required to receive deliveries on behalf of the firm and inspect them for damage. If all is in order he/she will forward the goods to the appropriate department; • Filing of purchasing records – copies of all requisitions and purchase orders are filed for future reference. • Maintaining stock records – he/she may need to constantly update documents such as stock cards because at a certain level the item must be re-ordered.
- 6. • Preparing and verifying the accuracy of purchase orders – this is to ensure that no discrepancies are made. • Maintaining a database of suppliers – which will include a list of various suppliers of goods and services and their catalogues or price lists; • Keeping track of the orders and updating the requesting department accordingly’ • Making sure that what was ordered is delivered on time and meets the requesting department’s specifications; • Performing clerical duties such as answering the telephone and filing purchasing records.
- 7. JOB DESCRIPTION OF A PURCHASING CLERK
- 8. ATTRIBUTES OF A PURCHASING CLERK • Detail orientation – must be thorough and methodical when completing purchase orders, paying attention to every detail. • Initiative – able to solve problems and is not afraid to make decisions • Honesty – is accountable for his/her actions on and off the job • Integrity – has positive values, exercises due care and caution in their actions • Attention to details – able to inspect stock quality and quantities in a detailed way. • Resourcefulness • Good judgement • Tactful • Good negotiation skills • Creativity
- 9. The questions on the next slide is used assess the student’s understanding of the topic: ‘Duties and attributes of a Purchasing clerk’. Please answer all the questions in your own words
- 10. QUESTIONS 1. Describe TWO reasons why a Purchasing clerk should maintain a database of suppliers. (2 marks) 2. State TWO attributes of the a Purchasing clerk in a business organization, and explain why it is important for a purchasing clerk to be detailed oriented. (6 marks) 3. One of the duties of a Purchasing Clerk is to ‘file the purchasing records’. State what type of filing system should be used for purchase requisitions, and identify one reason for constantly filing and updating such documents. (4 marks)
- 11. REFERENCES Carysforth, C., Neid, M., Maxime, C. & Metz, Y. (2012). Office Administration for CSEC. A Caribbean Examination Council Study Guide. Nelson Thornes. Finisterre, S., Payne, L., & Reid, J. (2004). Longman Office Administration for CXC. Pearson Education Limited. Sample template. (n.d.) 9+ Purchasing Clerk Job Description Samples. Retrieved from https://www.sampletemplates.com/sample/description/purchasing-clerk-job- description.html. Trendfield-Newsome, A. & Walker, C. (2011). Office Administration for CSEC Examinations. Macmillan Publisher Limited. Trendfield-Newsome, A. & Walker, C. (2011). Office Administration for CSEC Examinations. Macmillan Publisher Limited.