Purchasing Associate

Paylocity; Elgin (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Paylocity in Elgin, IL is seeking a Purchasing Clerk to support procurement operations. You will prepare purchase orders, track deliveries, maintain records, and liaise with vendors to ensure timely, quality supplies for the organization.

The role emphasizes organization, attention to detail, and collaboration with production, accounting, and warehouse teams to optimize inventory levels and supplier performance.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree in business, supply chain, or a related field preferred.
• Experience in purchasing, procurement, or administrative support is a plus.
• Proficiency with MS Office Suite, especially Excel; ERP/purchasing software experience preferred.

Responsibilities

• Prepare and process purchase orders for materials, supplies, and services.
• Communicate with vendors to obtain pricing, availability, and delivery timelines.
• Track orders and ensure timely delivery of goods and services.
• Verify receipt of items and resolve discrepancies between POs, invoices, and shipments.
• Maintain purchasing records and update databases with vendor/order information.
• Monitor inventory levels and assist in replenishment planning.
• Support evaluation of vendor performance based on quality, cost, and delivery.
• Coordinate with internal departments to meet procurement needs.
• Assist with sourcing new suppliers or alternative products.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

ERP/purchasing software

Microsoft Excel

Independent & collaborative

Customer service orientation

Problem-solving

Vendor coordination

Education

High school diploma or equivalent

Associate’s degree in business or supply chain

Tools

SAP

Oracle

QuickBooks

Microsoft Excel

Job description

Job Title: Purchasing Clerk

Location: Elgin, IL

Department: Purchasing

Reports To: [SM1] Purchasing manager

The Purchasing Clerk is responsible for supporting the procurement process by preparing purchase orders, tracking deliveries, maintaining accurate records, and coordinating with vendors and internal departments. This role ensures that materials, supplies, and services are ordered efficiently, received on time, and meet quality standards. The Purchasing Clerk plays a key role in maintaining inventory levels, reducing delays, and supporting the smooth operation of the organization's supply chain.

Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prepare and process purchase orders for materials, supplies, and services in accordance with company policies and procedures
• Communicate with vendors to obtain pricing, availability, and delivery timelines
• Track orders and ensure timely delivery of goods and services
• Verify receipt of items and resolve discrepancies between purchase orders, invoices, and shipments
• Maintain accurate purchasing records and update databases with vendor and order information
• Monitor inventory levels and assist in replenishment planning to avoid shortages or overstocking
• Assist in evaluating vendor performance based on quality, cost, and delivery reliability
• Coordinate with internal departments (e.g., production, accounting, warehouse) to ensure procurement needs are met
• Support the negotiation of pricing and terms with suppliers as directed
• Follow up on backorders and expedite delayed deliveries when necessary
• Prepare purchasing reports, summaries, or documentation as needed
• Maintain organized files for audit and compliance purposes
• Assist with sourcing new suppliers or alternative products when required
• Ensure compliance with company policies, industry regulations, and safety standards
• Other duties as assigned

Skills and Qualifications

• High school diploma or equivalent required; associate’s degree in business, supply chain, or a related field preferred
• Previous experience in purchasing, procurement, or administrative support roles is a plus
• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent attention to detail and accuracy in data entry and recordkeeping
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite, especially Excel; experience with ERP or purchasing software (e.g., SAP, Oracle, QuickBooks) preferred
• Basic understanding of purchasing principles, inventory control, and supply chain processes
• Ability to work independently and collaboratively with cross-functional teams
• Professional, dependable, and customer service-oriented
• Problem-solving skills and the ability to follow through on open issues with vendors or internal teams
• Familiarity with manufacturing or warehouse environments is a plus

Working Conditions [SM2]

• Work is typically performed indoors with minimal exposure to adverse environmental conditions
• The role is not substantially exposed to adverse environmental conditions, typical warehouse environment.
• Standard hours with occasional extended hours during peak periods

Physical Requirements [SM3]

• Medium work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication, and making fine distinctions in sound.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.