Purchasing Clerk

Village of Palm Springs; Palm Springs (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Village of Palm Springs is seeking a purchasing administrator to prepare purchase orders, review invoices, and maintain purchasing records. The role supports the Police Department by developing PO workflows and coordinating with staff for work orders, while handling confidential information with discretion.

The successful candidate will manage inventories, respond to vendor inquiries, and ensure proper coding of receipts, contributing to accurate financial records in a busy public setting.

Qualifications

• Must possess high school diploma, GED or equivalent.
• Excellent time management and organizational skills with strong attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Ability to communicate effectively orally and in writing.
• Ability to work independently as well as collaboratively in a team environment.

Responsibilities

• Responsible for preparing, reviewing, and submitting purchase order requests.
• Maintains detailed inventories to track purchasing orders and completion of work orders/projects.
• Receives and verifies invoices for payment.
• Prepare check request/payables for signature.
• Respond to vendor inquiries about order status, changes, or cancellations.
• Code credit card receipts to the correct fund/department/work order.
• Develop and maintain complete and precise records.
• Assist the Police Department in developing, evaluating, and maintaining purchase order workflow.
• Communicate with staff for completion of work orders.

Skills

Time management

Organizational skills

Communication

Discretion / confidentiality

Independent work

Teamwork

Education

High school diploma or GED

Tools

Microsoft Excel

Word Processing

PowerPoint

Job description

Summary

Responsible for the preparation of purchase orders and other purchasing documentation and maintains purchasing records. Duties in this class encompass complex, often confidential, administrative tasks requiring independence and judgment in the selection of work methods and procedures including interpretation and application of organizational policies, rules, regulations, and practices related to check requests and purchase order requests. This position reports directly to the Support Services Manager.

Essential Job Duties

• Responsible for preparing, reviewing, and submitting purchase order requests.
• Maintains detailed inventories to track purchasing orders and completion of work orders/projects.
• Receives and verifies invoices for payment.
• Prepare check request/payables for signature.
• Respond to vendor and supplier inquiries about order status, changes, or cancellations.
• Ensures credit card receipts are coded to the correct fund, department, and work order for submittal to finance.
• Responsible for developing and maintaining complete and precise records.
• Assist the Police Department in developing, evaluating, and maintaining purchase order workflow.
• Responsible for working with the Support Services Manager to effectively communicate with staff for completion of work orders.
• Provides routine administrative support.
• Reports to the Police Department Support Services Manager.

The omission of specific statements of duties does not exclude them from the classification if the work is similar, related or a logical assignment for this classification. Other duties may be required or assigned.

Minimum Qualifications

Must possess high school diploma, GED or equivalent is required.

Knowledge, Skills And Abilities

• Excellent time management and organizational skills with strong attention to detail and multitasking.
• Knowledge of Internet software, Microsoft Excel, Word Processing, and Power Point.
• Ability to handle confidential and sensitive information with discretion and tact.
• Ability to maintain effective working relationships with coworkers, officials, administrators and the public.
• Ability to communicate effectively orally and in writing.
• Ability to work independently as well as collaboratively in a positive team environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees in this class must sit for long periods of time and possess manual dexterity sufficient to operate various office equipment. Visual and hearing acuity, with or without correction, is required. Reasonable accommodations will be made for otherwise qualified individuals with a disability.

ENVIRONMENTAL CONDITIONS

Employee works in an air-conditioned office, but may on occasion, spend time outside communicating with employees and attending events. Reasonable accommodations will be made for otherwise qualified individuals with a disability.