Purchasing Clerk

Position: Purchasing Clerk
Classification:  Non-Exempt (Hourly)
Reports to: Manager, Accounts Payable, Billing and Purchasing or Designee
Company: DePelchin Family Services
Location:  Houston, TX

Position Description:
The Purchasing Clerk is responsible for performing purchasing, accounting, and general administrative functions for the Agency. This position supports procurement activities, vendor management, accounts payable processes, inventory control, and related administrative operations while maintaining a high level of organization, customer service, and attention to detail.

Primary Responsibilities:

• Maintains agency forms and stationery inventory; fulfills departmental requests and ensures each Stationery Request Form includes the appropriate coding and required approvals before issuance.
• Prepares monthly postage expense report by cost center and submits to the Accounting Department.
• Collect monthly readings of the copiers to support usage tracking and billing.
• Administer copier and postage machine lease and purchase agreements, ensuring compliance with agencies policies and contractual agreements.
• Coordinate competitive bid process and prepare comparison bid report for approval.
• Order agency supplies and maintains accurate records of purchase orders, invoices and related documentation.
• Monitor purchasing and delivery processes, coordinate receipt of goods from suppliers, and ensure proof of delivery is obtained and maintained for all orders.
• Submit purchase orders to Manager for approval.
• Place agency orders with approved vendors in accordance with agency procurement policies and procedures.
• Coordinates travel arrangements for agency staff, including hotel accommodation, airfare, ground transportation, and car rentals. Ensure reservations are made in a timely and cost-effective manner in accordance with agency travel policies and procedures.
• Manage the agency’s gift card program, including purchasing, inventory tracking, secure storage, distribution, reconciliation, and maintenance of accurate records to ensure compliance with agency policies and accountability standards.
• Perform TIN verification and ensure vendor information remains accurate, current and compliant with agency policies and regulatory requirements
• Manage first-level invoice administrative process in Concur.
• Provide backup support to the Accounting Clerk, including processing invoices, maintaining records, and performing other accounting-related functions.

Required Qualifications:

• High School Diploma or equivalent.
• One (1) year of experience in general office, administrative, or purchasing function.

Knowledge, Skills, and Abilities:

• Knowledge of accounts payable processes, purchasing and procurement practices and procedures.
• Knowledge of vendor sourcing, competitive bid processes and contract administration.
• Strong attention to detail and accuracy in processing purchasing documents.
• Strong organizational and recordkeeping skills.
• Proficient computer skills, including MS office applications, with the ability to learn and effectively use accounting, purchasing, and other business software systems.
• Ability to coordinate with vendors, departments, and management to ensure timely procurement and delivery of goods and services.
• Ability to establish and maintain effective working relationships with employees and vendors.
• Ability to work effectively under time constraints to meet deadlines.
• Ability to work independently while managing multiple priorities in a fast-paced environment.

Work Conditions:

• Environment: Office
• Range of Schedule: Mon – Fri, 8:00 a.m. to 5:00 p.m.
• Travel: None

DePelchin is Proud to be an Equal Opportunity Workplace.

DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.