The document discusses the duties and attributes of a purchasing clerk. It identifies key duties such as preparing and processing purchase requisitions, receiving deliveries, filing purchasing records, and maintaining stock and supplier records. Important attributes of a purchasing clerk are described as being detail oriented, having initiative, honesty, integrity, and attention to detail. Maintaining an organized filing system for purchasing records is important for record keeping and future reference.

1. PROCUREMENT AND INVENTORY MANAGEMENT
By G Flanders-Hinds

2. Section 10
Objective 1(b)
Duties and
attributes of
a
Purchasing
Clerk

3. OBJECTIVES
Identify the duties and attributes of a clerk in the
purchasing department:
Duties:
i. Preparing and processing purchase and stock
requisitions;
ii. Filing of purchasing records;
iii. Maintaining stock records;
iv. Maintaining database of suppliers records; and
v. Verifying orders received.

4. Attributes:
• Detail orientation
• Initiative
• Honesty
• Integrity
• Attention to details
• Resourcefulness
• Good judgement
• Tactful
• Good negotiation skills
• Creativity

5. DUTIES OF THE PURCHASING CLERK
The duties of the Purchasing Clerk in the procurement or purchasing
process may include:
• Preparing and processing purchase requisitions – he/she may have
to check the purchase requisitions received to ensure that they are
properly completed and signed;
• Receiving deliveries – he/she will be required to receive deliveries on
behalf of the firm and inspect them for damage. If all is in order he/she
will forward the goods to the appropriate department;
• Filing of purchasing records – copies of all requisitions and purchase
orders are filed for future reference.
• Maintaining stock records – he/she may need to constantly update
documents such as stock cards because at a certain level the item must
be re-ordered.

6. • Preparing and verifying the accuracy of purchase orders –
this is to ensure that no discrepancies are made.
• Maintaining a database of suppliers – which will include a
list of various suppliers of goods and services and their
catalogues or price lists;
• Keeping track of the orders and updating the requesting
department accordingly’
• Making sure that what was ordered is delivered on time
and meets the requesting department’s specifications;
• Performing clerical duties such as answering the telephone
and filing purchasing records.

7. JOB DESCRIPTION OF A PURCHASING CLERK

8. ATTRIBUTES OF A PURCHASING CLERK
• Detail orientation – must be thorough and methodical when completing
purchase orders, paying attention to every detail.
• Initiative – able to solve problems and is not afraid to make decisions
• Honesty – is accountable for his/her actions on and off the job
• Integrity – has positive values, exercises due care and caution in their
actions
• Attention to details – able to inspect stock quality and quantities in a
detailed way.
• Resourcefulness
• Good judgement
• Tactful
• Good negotiation skills
• Creativity

9. The questions on the next slide is used assess the student’s
understanding of the topic: ‘Duties and attributes of a Purchasing clerk’.
Please answer all the questions in your own words

10. QUESTIONS
1. Describe TWO reasons why a Purchasing clerk should maintain a
database of suppliers. (2 marks)
2. State TWO attributes of the a Purchasing clerk in a business
organization, and explain why it is important for a purchasing clerk to
be detailed oriented. (6 marks)
3. One of the duties of a Purchasing Clerk is to ‘file the purchasing
records’. State what type of filing system should be used for
purchase requisitions, and identify one reason for constantly filing
and updating such documents. (4 marks)

11. REFERENCES
Carysforth, C., Neid, M., Maxime, C. & Metz, Y. (2012). Office Administration for
CSEC. A Caribbean Examination Council Study Guide. Nelson Thornes.
Finisterre, S., Payne, L., & Reid, J. (2004). Longman Office Administration for CXC.
Pearson Education Limited.
Sample template. (n.d.) 9+ Purchasing Clerk Job Description Samples. Retrieved from
https://www.sampletemplates.com/sample/description/purchasing-clerk-job-
description.html.
Trendfield-Newsome, A. & Walker, C. (2011). Office Administration for CSEC
Examinations. Macmillan Publisher Limited.
Trendfield-Newsome, A. & Walker, C. (2011). Office Administration for CSEC
Examinations. Macmillan Publisher Limited.