Procurement Clerk

Competition Details

Position Information Position Number P00182 Position Title Procurement Clerk Division / Portfolio Financial Services Department / Program Finance Department Location Kelowna Other Flexible Work Options Eligible for Hybrid Work Your Opportunity Under the direction of the Manager, Procurement Services, the Procurement Clerk will play a crucial role in supporting the procurement department’s day-to-day operations. The Clerk will work closely with the College’s Procurement Services team, internal departments and suppliers to ensure the timely and cost-effective acquisition of goods and services.

This role involves a variety of tasks critical to the efficient and cost-effective acquisition of goods and services. Responsibilities include reviewing purchase requisitions, obtaining supplier quotes, processing purchase orders, reconciling invoices, coordinating with suppliers, and ensuring a high level of customer service is maintained. The incumbent will play a vital role in maintaining the flow of procurement operations, assisting in administrative duties that support the department’s success. Functions and Duties 1. Assist in the procurement workflow by reviewing purchase requisitions, obtaining supplier quotes, creating purchase orders, and facilitating effective communication with suppliers. This includes processing purchase requisitions by verifying the accuracy of the required information, determining product availability, quality standards, pricing, and ensuring timely communication of purchase orders to suppliers and internal departments.

2. Support coordination efforts with different departments to collect and document their procurement needs and draft solicitation documents and / or specifications.

3. Keep track of order statuses, work to ensure prompt deliveries, and address any delivery or order discrepancies as they occur. This includes addressing issues related to backordered and / or damaged goods by coordinating with suppliers to arrange for replacements or adjustments as necessary.

4. Responsible for invoice reconciliation, supplier communication for order adjustments, and handling various clerical duties to support procurement operations. This includes investigating and resolving discrepancies between invoices and received goods by working closely with internal departments and the Central Stores.

5. Assists with administering the College’s Procurement Card Program.

6. Assists with the disposal of obsolete or surplus assets in line with the College’s mission, values, and policies.

7. Interpret and explain the College’s Procurement policy, processes and procedures to internal departments and suppliers. This includes investigating, responding to and resolving internal procurement queries and / or any supplier complaints.

8. Help maintain comprehensive records of procurement activities, including the documentation of purchase orders and related transactions. This includes organizing and updating procurement files and records, ensuring that all documentation is accurately filed and easily accessible.

9. Provide project support to the Procurement Services team, as needed.

10. Undertake additional clerical and administrative tasks as needed to support the efficient operation of the Procurement Services Department.

11. Other duties as assigned. Education and Experience - Able to establish and maintain positive working relationships with both internal and external stakeholders.

• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Suite and data analysis tools.
• Excellent communication and interpersonal skills.
• Detail-oriented with a high level of accuracy.
• Ability to work independently and as part of a team.
• Eagerness to learn and adapt to new challenges.
• Prior internship or work experience in procurement, finance or supply chain is an asset.
• Strong understanding of procurement principles, sourcing methodologies, and contract management.
• Ability to communicate effectively verbally and in written form.
• Ability to demonstrate a high level of confidentiality. Skills and Abilities Preferred Qualifications -Completion of secondary school or equivalent plus up to and including one-year post-secondary training.
• 1-2 years of experience in a similar role. Desired Start Date 10 / 01 / 2024 Position End Date (if temporary) 04 / 04 / 2025 Schedule Annual Salary / Hourly Rate $26.05 - $29.74 Appointment Type Support - Non-Regular Full-time Special Instructions to Applicants Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates. Employee Group Support Posting Detail Information Competition Number C002917 Posting Open Date 09 / 04 / 2024 Posting Closing Date 09 / 15 / 2024 Open Until Filled No Inclusion Statement Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups / visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application