Procurement Support Clerk

Job Description

Job Description

Job Details:

• Title: Procurement Clerk.
• Classification: Exempt.
• Reports To: RPI Office Manager.

Position Summary:

• A Procurement clerk is typically responsible for taking orders from customers and processing them. At RPI, customers are the Stores and the system that is used for managing store orders and purchase orders is Power Enterprise (PE).
• The Customer Service clerk at RPI manages the flow of Store orders from the moment they are imported into PE and returned from Power Warehouse (PW) after fulfillment is completed.
• Both PE and PW are on the iSeries operation system.
• The clerk performs two main customer service functions on the iSeries system:
  • By file transmission: Store orders are entered on their BRData Host system and exported to the iSeries server for PE to pick up.
  • By data entry: Customer Service clerk manually inputs the orders.
• The Procurement Clerk is to make sure all orders are received and fulfilled in a timely manner.
• The procurement clerk is also responsible for maintaining the Pricing and Items master files for the Procurement department on PE and on BRData.
• The customer service clerk has access to multi-systems at Vallarta.

Essential Duties and Responsibilities:

• Customer Service functions.
• Review stores’ orders. Verify that all orders for AM and PM have been imported.
• Notify Buyers when all orders (of either AM or PM) have been submitted so they can start the smoothing process.
• Once smoothing is completed, release orders to Power Transportation Optimizer (PTO).
• Work with the Router at the warehouse (PW) to ensure all orders are received and routed.
• Pick up the routed orders from PTO (use upload function).
• Select orders for pick tickets so they can be sent to PW.
• Handle add-on’s: able to communicate with PW Shipping personnel.
• Process credits, overages, and pick-ups.
• Handle one-day ad reserves, pre-ad, floral, and reports.
• Do cost maintenance.
• Distributions.
• Power Buy functions to run reports for Buyers:
  • Reports as requested by buyers.
  • Set up and train new vendors on Vendor Portal. Provide Vendor Portal support.
  • Maintain master files.
• Maintain Item Master Filer in both BRData and PE and keep them in sync:
  • Add a new item.
  • Change item status: Active, Delete, Suspend.
  • Maintain substitute items.
  • Update items – size, weight, Cube, Hi-Ti (work with PW inventory control and receiving).
  • Accounting Support.
• Gather daily receipts from receiving clerk and send all completed paperwork to corporate:
  • Review daily receipts with buyers.
  • Contact vendors in regards to any issues with receipts.
  • Sort receipts by vendor number.
  • Maintaining Audit Reports.
  • Sending completed paperwork to Corporate.

General Duties and Responsibilities:

Other functions include the handling of:

• Recalls.
• Credit memo orders.
• Drop Ship orders reconciliation.
• Day End process.
• Cross Docks.
• RPI Communications.
• Adding GS1 Codes.
• Excel Reports and Word Documents.
• Other duties may be assigned.

Knowledge and Skills:

• Basic knowledge of Microsoft Word, Excel, and Outlook.
• Ability to adapt to changing environment and software needs.
• Familiar with BRData Host system.
• Familiar with the following menus on PE:
  • Customer Service Menu.
  • Power Buy Menu.
  • File Maintenance Menu.

Required Education and Experience:

• High School Diploma or equivalent.

Physical Demands:

• Will be required to spend long hours sitting and using office equipment and computers.
• May also have to do some light lifting of supplies and materials from time to time.
• Expressing or exchanging ideas by means of the spoken word to impart oral information to team members and to convey detailed spoken instructions to other team members accurately, clearly, or quickly.
• Manage several requests and situations at one time or simultaneously (multitask).

Position Type/Expected Hours of Work:

• Must be able to work a flexible schedule as required by operations (any day of the week and different schedule shifts as needed).

This job description is not intended to be all-inclusive and employees may perform other duties as directed. All employees are expected to perform any reasonable task or request that is consistent with fulfilling company goals and objectives.