Procurement Clerks

The work of procurement clerks is to prepare purchase orders, compile request for materials, deal with inquiries about orders, and keep record of supplies and purchases. Procurement clerks are also called purchasing technicians or purchasing clerks. Their work is to perform various tasks related to ordering and supplying goods for an organization.

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Job Prospect The emergence of advanced technology has a profound effect on this profession. For instance, orders for goods can be placed electronically when supplies are low. Nonetheless, computer technology/automation is still not reached to many firms. The role of procurement clerks is still unchanged in some organizations. A procurement clerk has to perform a verity of tasks. Some clerks execute clerical functions while others perform more complex tasks. The responsibility of a procurement clerk is to determine whether there is any requested product left in inventory. These clerks have to go through catalogs or the internet to find suppliers. They have to prepare invitation-to-bid forms and distribute them for public posting or mail them to suppliers.

Procurement clerks have to interview prospective suppliers by face-to-face or telephone to verify the specifications and prices and then put together spreadsheets with price evaluation and other facts about suppliers. Upon company's approval, procurement clerks have to mail and purchase orders and register them into computers for records.

Procurement clerks have to keep records of orders and make out the causes of any delays. In case suppliers have any question, clerks attempt to answer them. When a shipment arrives, procurement clerks have to reunite the order of purchase with the shipment ensuring that they match, inform vendors when invoices are not received, and confirm that the bill matches the purchase orders.

Most of the purchasing departments, especially in small companies, are accountable for supervising the origination's inventory control system. In these organizations, procurement clerks oversee in-house inventory movement and complete inventory transfer forms for the purpose of bookkeeping.

Work Environment
Generally, procurement clerks work forty hours a week. The workplace is often clean, spacious and relatively quiet. These workers need to sit for long periods of time in front of computer that may cause headaches and eyestrain. Sometimes, these workers have to work overtime or in varied shifts. Procurement clerks have to carry out following responsibilities.

Responsibilities

• Create purchase orders and send its copies to every supplier and departments
• Order more materials if required and determine inventory quantities
• Respond to supplier and customer about changes, order status, or cancellations
• Execute buying duties when required
• Contact supplier to expedite or schedule deliveries and to resolve late or missed deliveries, shortages, and other problems
• Assess requisition orders to conform terminology, accuracy, and specifications
• Maintain, prepare, and evaluate purchasing reports, files, and price lists
• Compare specifications, prices, and delivery dates as to determine the best bid among prospective suppliers
• Tract the status of orders, contracts, and requisitions
• Computer the costs of orders, forward or charge invoices to proper accounts
• Verify shipments when they arrive to make sure that orders are filled properly and goods meet desired specifications
• Compare suppliers' bills with purchase orders and bids to ensure accuracy
• Endorse bills for payment
• Place suppliers using sources like internet and catalogs and take their interview to collection information about products that is ordered
• Update knowledge of all governmental and organizational rules affecting purchases
• Provide information about organizational and governmental rules to vendors and staff members
• Evaluate in-house inventory movement
• Assess contractor performance and recommend contract modifications when required
• Create invitation-of-bid forms and distribute these form for public posting or send them to suppliers

Educational Qualification
Some employers prefer candidates holding a high school diploma or equivalent. However, a bachelor's degree and certification is helpful to get into this field. Most of the employers prefer candidates who have a high school diploma or equivalent along with related experience.

Some organizations equip their employees with on-the-job training program. In this program, new employees work under close supervision of experienced employees. Generally, the training duration is one or two month. Candidates who have sound knowledge of computer software are preferred because it is used to prepare purchase orders.

Some procurement clerks who attain bachelor's degree and have thorough understanding of purchasing and contracts can be promoted to the designation of buyer or purchasing agent. Some useful fields of study incorporate supply management, business, economics and engineering.

Employment Opportunities
Candidates who have good computer and communication skills get into this field easily. They have best opportunities to make their career in this area. Apart from expected change in employment, job openings shall arise out of the need to replace workers transfer other profession or leave the labor force. Upon completing required education, candidates can get into this field.

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