The work involves responsibility for performing entry level work in the purchase of materials, supplies, and equipment. Under direct supervision of the Purchasing Agent, an employee in this class obtains prices and quotations, checks on delivery of purchases, and does some purchasing of supplies, materials and equipment. If detailed specifications are prepared, they are done under the supervision of a higher level employee. All purchase orders are subject to the approval of the Purchasing Agent. The work is performed under immediate supervision of the Purchasing Agent or a higher level Buyer with general instructions and with some leeway for the exercise of judgment. This is entry level professional work in which an employee learns agency policies and procedures with respect to buying. Detailed procurement, such as buying related to printing and printed matter, is typically the responsibility of a higher level Buyer. Frequent communication with consumer departments and vendors regarding the purchasing of goods is typically associated with employees in this class. Does related work as required.
Corresponds frequently by phone and by letter with dealers, firms and suppliers to obtain price quotations on materials and supplies needed, and to facilitate the delivery of delayed materials and uncompleted orders.
Places orders with the vendors for supplies, materials, and equipment after receiving requisitions from operating departments. Verbal orders entail phone or personal contact with a supplier outlining verbally the quantity and type of commodity needed. Written orders entail completing a requisition form with this information.
Assists in the maintenance of purchasing records such as requisition orders, price lists, lists of vendors used, outstanding claims, incomplete orders, and delayed goods and services.
Keeps abreast of current price trends, market conditions and new or improved items of material, supplies and equipment.
Verifies that the cost of goods is the same as stated on the contract or purchase order either by direct observation or by a check of processing functions.
Completes the appropriate forms for items to be procured.
Prepares and processes purchase orders, the requisition of stock supplies and correspondence or personal contact relating to purchasing.
Reviews inventories, manufacturer's catalogs and other available sources to determine the availability of requested items and alternatives.
May prepare analysis reports for the Purchasing Agent identifying commodities ordered, amount of money spent, vendors used, problems encountered such as delayed delivery and substitutions made.
May help develop, subject to the approval of the Purchasing Agent, new purchasing procedures.
May attend conferences and forums pertaining to purchasing and related buying activities.
May obtain information concerning current market prices and practices.
Good knowledge of modern purchasing practices and of business conditions.
Good knowledge of office routines, methods, practices and terminology.
Working knowledge of the laws and rules relating to public purchasing.
Working knowledge of supply sources.
Ability to analyze and compare price quotations against the quality of the product.
Ability to clearly and precisely convey both orally and in writing descriptions of goods to be purchased.
Ability to communicate effectively with both users and vendors.
Ability to establish rapport with others in order to facilitate good purchasing practices, competence in buying and delivery functions and vendor confidence.
Ability to use a personal computer in carrying out duties.
One (1) year of permanent competitive class status as a Purchasing Clerk.
A) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an associate's degree in retail sales management, marketing, purchasing, materials management, business administration or economics; or,
B) Two (2) years of work experience, or its part time equivalent, in the purchase or ordering of a variety of commodities on a moderately large scale; or in retail sales involving item pricing or cost analysis of items or goods; or,
C) An equivalent combination of training and experience as defined by the limits of (A) and (B).