Summary Job Goal: The Purchasing Clerk is responsible for all elements of materials and services requisition, preparing bid requests and Requests for Proposals, and vendor negotiations. The Purchasing Clerk works with the Comptroller and the Grants and compliance Manager to ensure that all funding agencies, program directors, delegates, and other organizational stakeholders receive necessary materials and services in a timely fashion while remaining in compliance with all regulatory requirements. Additionally, the Purchasing Clerk serves as a resource person for he organization to identify and source vendors and contract service providers that are best able to support the needs of AVCP programs operating in the villages.

Performance Responsibilities: include the following. Other duties may be assigned.

• Process all incoming purchasing requisitions and generate purchase orders in an efficient manner.
• Communicate all outstanding purchasing issues to responsible department managers as needed.
• Review all purchase requisitions and limited purchase orders for appropriate authorization and monitor spending against approved budget line items.
• Alert the Grants and Compliance Manager when budget revisions are required.
• Review outstanding purchase order aging list and disencumber funds monthly.
• Regularly assess purchasing patterns and negotiate volume discounts wherever possible.
• Support the Travel and Accounts Payable departments with researching outstanding obligations and monitoring vendor billings for compliance with Purchase Order terms.
• Maintains strict confidentiality of departmental information.
• Responsible for processing check requests and incoming vendor invoices for payment.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EXPERIENCE: Must have a High School diploma or GED. Minimum of one (1) year of general office experience is required. Knowledge of Microsoft Excel required, familiarity with the Viewpoint Construction Software accounting system is strongly desired. Knowledge of Small business Administration Section 8(a) contracting requirements is strongly desired. Knowledge of AVCP policies, state and federal government standards, as well as other reporting and regulatory requirements and familiarity with the competitive bidding process is helpful.