Purchasing Clerk II

Job Description

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.

To perform this job successfully, an individual must be able to perform each essential 
duty satisfactorily. The requirements listed below are representative of the knowledge, 
skill, and/or ability required. Reasonable accommodations may be made to enable 
individuals with disabilities to perform the essential functions. 

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.

In addition to the knowledge/Education, the following related work experience is 
typically required for this position. An equivalent combination of education and recent 
experience may be considered. 

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 

It’s important that you know who we are and what to expect! 
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.