What do Procurement Clerks do?

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

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

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