Description:
Job Summary: Purchasing agent primary responsibility is to provide clerical support in the purchasing and inventory functions of Materials Management.
Essential Job Duties:
1. Performs tasks related to clerical work, memos, general typing tasks, filing, answering phones, calling suppliers to resolve problems, communicating information to departments and persons.
2. Maintains files/records and assists in locating information and documentation.
3. Assists in calling suppliers to obtain information on back-orders supplies, to place orders and schedule appointments and deliveries.
4. Performs data entry of all inventory materials at warehouse and in general stores.
5. Prepares credit request forms for materials to be returned, obtains return authorization numbers and approval from suppliers.
6. Assists identifying and resolving problems with receiving documents by coordinating receiving with material handlers, paying attention to duplicate shipments, errors in shipment, emergency orders and date materials.
7. Ensures that all invoice discrepancies are corrected promptly and sent to the accounts payable department.
8. Demonstrates knowledge of inventory control by preventing stock-outs, follow through on back orders and maintaining efficient inventory records.
9. Demonstrates ability to perform assignments independently.
10. Develops an understanding of the materials management systems and supports.
11. Responsive and understanding of the needs of co-workers, peers and those in authority.
12. Exercise tact, discretion and diplomacy in establishing and maintain good relations with other departments.
13. Demonstrates good verbal and written communication skills, documents and reports clearly and concisely.
14. Always remains flexible to adjust to changes, interruptions and emergencies during the shift while maintaining the ability to complete routine tasks.
15. Demonstrates effectiveness in identifying future needs and problem areas of the department and developing workable solutions.
16. Informs requisitioner of order status, delivery changes and seeks requisitioner approval of alternative action designed to achieve timely delivery of requirements.
17. Obtains and analyzes available pertinent information in order to make the most informed decision based on factual and objective data.
18. Recognizes the need to support and provide services effectively to meet the demands of others on a timely basis.
19. Routinely performs tasks related to receiving, processing, stocking, issuing and the distribution of supplies.
20. Assures FIFO is used in rotating stock.
21. Maintains neatness and cleanliness in stockroom and warehouse by periodically dusting and straightening shelves.
Requirements:
Educational Requirements:
1. Be flexible, self-motivated, dependable, and capable of prioritizing work and meeting deadlines.
2. Have excellent interpersonal skills and be able to deal with the public, staff and community.
3. Be diplomatic in handling difficult situations related to the department.
4. Be flexible and adapt easily to interruptions.
5. Exhibit excellent telephone skills and have superior computer skills.
6. Minimum Associates in Science in Information Systems, Bachelors in Science in Information
Systems preferred.
