Purchasing Clerk II

New River Community and Technical College; Center Township (Beaver County); On-site; USD 35,000 - 52,000; Full time

Job summary

The Purchasing Clerk II at New River Community and Technical College performs a range of clerical and procurement duties to support department operations. This includes requisitioning supplies, obtaining bids, and reconciling purchase orders and invoices.

Responsibilities emphasize accuracy, compliance with state and institutional policies, and effective vendor communications. Strong organizational and problem-solving skills are essential.

Qualifications

• Associate degree in business administration, accounting, finance, or related field required or equivalent
• 1–2 years of purchasing, accounting, or business office support experience
• Valid Driver’s License required

Responsibilities

• Procure materials, supplies, and services per established methods and state requirements.
• Coordinate purchasing and shipping/receiving activities, monitor outstanding orders and communicate with vendors.
• Maintain records with detailed files of purchase orders, invoices, and delivery schedules.
• Communicate with vendors and department heads for order status, quotes, and shipments.
• Administer purchasing card and other authorized payments with proper documentation and controls.
• Process accounts payable documents and resolve discrepancies to ensure timely payments.
• Conduct fixed-assets inventory and reconciliation for compliance with state and institutional rules.
• Cross-train across departments to maintain operational continuity and cover backup duties.
• Perform other duties as assigned.

Skills

Purchasing procedures

Inventory practices

Financial recordkeeping

Spreadsheet proficiency

Vendor communications

Attention to detail

Time management

Independence with teamwork

Oasis proficiency

Education

Associate degree in business administration

Bachelor’s degree preferred

Tools

Oasis

Job description

Job Summary:
The Purchasing Clark II performs a variety of routine to complex clerical and administrative duties
related to the procurement of goods and services for a department or unit of the institution.
Nature of Work: (Specific Areas of Accountability)

The Purchasing Assistant is responsible for providing a variety of routine to complex clerical and
administrative support functions in the area of requisitioning supplies, obtaining bids for services,
and preparing and reconciling purchase orders and invoices. Job responsibilities contribute to the
accuracy, reliability, and acceptability of processes, services, or functions. Decisions are limited to the
application of standardized or accepted practices and errors could result in some costs and
inconveniences within the affected area.

Performs other functions as required or assigned. Also complies with all Policies and Standards.

Summary of Responsibilities:

• Procure materials, supplies, and services in accordance with established purchasing methods and state requirements.
• Coordinate purchasing and shipping/receiving activities, including monitoring outstanding orders, communicating with vendors, resolving delivery or service issues, verifying shipments, and distributing materials to College departments.
• Maintain records by keeping detailed files of purchase orders, invoices and delivery schedules.
• Communicate with various stakeholders (vendors, department heads) for order status, price quotes and shipments.
• Administer purchasing card and other authorized payment activities, ensuring proper use and maintaining accurate transaction records, reconciliations, and supporting documentation in the College’s financial systems.
• Process accounts payable documentation, resolve discrepancies, ensure timely vendor payments, maintain appropriate internal controls, and manage vendor communications.
• Conduct fixed-assets inventory and perform reconciliation for compliance with state and institutional asset-management requirements.
• Maintain operational continuity by cross-training across departmental functions and performing assigned backup responsibilities.
• Perform other duties as assigned.

Skills/Abilities

• Knowledge of purchasing procedures, inventory practices, and financial recordkeeping.
• Proficiency with spreadsheet and office software; ability to learn state financial systems.
• Strong organizational, time management, and problem-solving skills.
• Effective communication, negotiation, and relationship-building with vendors and colleagues.
• Attention to detail and accuracy in processing financial and procurement transactions.
• Ability to work independently while contributing to a collaborative team environment.
• Computer literate, including use of spreadsheets and financial operating systems, such as Oasis.

Education Requirements:

An associate degree in business administration, accounting, finance, or a related field is required or an equivalent combination of education and experience; a bachelor’s degree is preferred.

Experience Requirements:

1-2 years of experience in purchasing, accounting, or business office support; or an
equivalent combination of education and experience

License or Certification Requirements:
Valid Driver’s License is required

Expectations:

Employees are expected to adhere to the Mission, Values and Vision of the College. Each employee’s position has attributes that contribute to the achievement of these goals.

Mission:

New River Community and Technical College provides accessible, affordable, quality education and workforce programs to meet the needs of the region it serves.

Values

Shared values guide New River Community and Technical College in fulfilling its mission. These values influence thoughts, guide decisions, mold policies, and determine courses of action. Our employees are expected to support and enact these values in our daily work.

RESPECT

• Recognize and celebrate the unique contributions and perspectives of all individuals.
• Involve a diverse range of voices and perspectives in decision-making.
• Ensure everyone feels they are an integral part of the College.

HONESTY

• Communicate openly and truthfully.
• Take responsibility for one’s actions.
• Provide accurate and transparent reporting of data.
• Make decisions based on ethical principles.

EDUCATION

• Encourage and support a culture of continuous learning.
• Facilitate the sharing of information.
• Offer access to a diverse range of educational resources.
• Encourage curiosity.
• Regularly assess educational programs and supporting services.
• Cultivate a workforce of knowledgeable, competent, and skilled leaders.

COMMUNITY

• Actively engage with the local community.
• Partner with local businesses, organizations, and non-profits.
• Meet the educational needs and interests of the local community.
• Encourage and facilitate civic engagement among students, staff, faculty,
  and administration.

VISION

New River Community and Technical College will improve students’ lives and will enrich communities as an increasingly integral part of the educational and economic landscape of southern West Virginia.

Disclaimer

This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Justification for information provided in the job description may be requested. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor.
All requirements are subject to possible modification to provide reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the public.