Department:

Purchasing /

Inventory Reports To:

Purchasing Leadership Position Type:

Full-Time

POSITION SUMMARY

The Purchasing Clerk plays an important role in keeping purchasing, inventory, pricing, credits, and vendor information accurate and moving efficiently. This position is responsible for processing and maintaining purchase orders, monitoring product availability and backorders, coordinating manufacturer returns and credits, maintaining accurate system information, and supporting the day-to-day needs of Purchasing, Sales, Warehouse, Distribution, Accounting, and Operations. This is a detail-driven position where accuracy, urgency, communication, and follow-through matter. Placing an order, submitting a credit, or sending a request is only the beginning. The Purchasing Clerk is expected to follow items through to completion, identify discrepancies, communicate issues quickly, and help solve problems before they become larger issues. Success in this role requires ownership, organization, attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

Purchasing & Purchase Order Management Prepare, process, submit, and maintain purchase orders accurately and in a timely manner. Review purchase orders for correct models, quantities, pricing, specifications, vendor information, and other required details. Communicate with vendors regarding product availability, order status, lead times, estimated arrival dates, changes, shortages, cancellations, and other purchasing-related matters. Maintain and regularly update backorder information and communicate material changes to the appropriate teams. Contact suppliers to schedule or expedite deliveries and resolve shortages, missed shipments, late deliveries, incorrect products, and other vendor-related issues. Perform buying duties when requested or necessary to support the needs of the business. Assist with maintaining appropriate inventory levels of stock merchandise and sold goods. Support purchasing decisions involving inventory requirements, manufacturer promotions, special buys, and other applicable programs as directed.

CREDITS, RETURNS & VENDOR PROGRAMS

File, track, reconcile, and follow through on manufacturer credits. Ensure applicable credits are requested and received for damaged merchandise, returned products, damage allowances, floor models, promotional programs, special purchases, trailing credits, and other eligible vendor programs. Maintain accurate documentation of outstanding credits and follow up with vendors until each item is resolved. Track, manage, and coordinate manufacturer returns and other returned merchandise. Assist with the allocation, disposition, or return of unsold product as directed. Research and resolve discrepancies involving credits, returns, pricing, purchase orders, inventory, or vendor programs. A credit is not complete simply because it was filed. It is complete when the company receives what it is owed and the appropriate records accurately reflect it.

SYSTEM, PRICING & DATA ACCURACY

Maintain accurate purchasing and inventory information within company systems. Correct invalid serial numbers, purchase order errors, model information, vendor information, pricing discrepancies, and other inaccurate data as identified. Add, remove, or adjust inventory when authorized and required. Upload and update product and pricing information as needed. Help ensure system information accurately reflects physical inventory, purchasing activity, vendor commitments, and company records. Identify recurring errors or discrepancies and bring them to management's attention rather than simply correcting the same issue repeatedly.

COMMUNICATION & CROSS-FUNCTIONAL SUPPORT

Respond promptly and professionally to questions and requests from Sales, Warehouse, Distribution, Service, Accounting, Operations, management, and vendors. Assist Warehouse and Distribution teams in resolving receiving discrepancies, incorrect shipments, shortages, damages, and other inventory-related issues. Communicate relevant pricing, product availability, promotional, and purchasing information to appropriate team members. Maintain professional and productive relationships with manufacturer and vendor representatives. Escalate unresolved issues appropriately and provide management with clear information regarding the issue, actions already taken, and recommended next steps. Work collaboratively across departments while respecting established roles, responsibilities, and organizational structure.

EXPECTATIONS OF THE ROLE

The Purchasing Clerk is expected to: Work with accuracy and strong attention to detail. Take ownership of assigned responsibilities and follow them through to completion. Communicate early when there is a problem, delay, discrepancy, or concern. Maintain accurate records and documentation. Prioritize effectively when multiple needs compete for attention. Demonstrate an appropriate sense of urgency while maintaining accuracy. Help protect company profitability through accurate purchasing, pricing, inventory, returns, and vendor credit management. Treat coworkers, vendors, customers, and business partners professionally and respectfully. Ask questions when clarification is needed rather than making assumptions that could create inventory, financial, operational, or customer issues. Accept feedback professionally and make appropriate adjustments when expectations or priorities change. Remain flexible and willing to support the changing needs of the business. Identify potential solutions whenever possible when raising problems or concerns.

REQUIRED SKILLS & COMPETENCIES

Organization & Attention to

Detail:

Ability to manage multiple purchase orders, credits, returns, backorders, and requests while maintaining accuracy.

Ownership & Follow-Through:

Ability to take responsibility for assignments and unresolved issues through final completion.

Communication:

Strong written and verbal communication skills with the ability to work effectively with vendors, internal teams, and leadership.

Problem Solving:

Ability to identify discrepancies, research root causes, and work toward timely resolution.

Sense of Urgency:

Ability to recognize priorities and respond appropriately without sacrificing accuracy or quality.

Mathematics:

Working knowledge of basic arithmetic and the ability to review pricing, quantities, credits, and purchasing information accurately.

Computer Skills:

Proficiency with Microsoft 365, including Outlook, Excel, and Word. Ability to learn and effectively use purchasing, inventory, ERP, and point-of-sale systems.

Administrative Skills:

Knowledge of standard administrative practices including recordkeeping, document management, data entry, filing, and business correspondence.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required. Previous purchasing, procurement, inventory, administrative, retail, distribution, or related experience preferred. Experience processing purchase orders and working with inventory or materials management strongly preferred. Proficiency with Microsoft 365 required. Experience with EPASS or similar inventory, purchasing, ERP, or point-of-sale software preferred. Strong organizational, communication, and problem-solving skills. Ability to work independently while functioning effectively as part of a larger team. Ability to manage multiple priorities and meet established deadlines.

PHYSICAL REQUIREMENTS

Ability to remain in a stationary position for approximately 50% or more of the workday. Ability to move throughout office and other work areas as necessary to access files, equipment, inventory information, or communicate with other employees. Regular use of a computer, telephone, calculator, printer, copier, and other standard office equipment. Ability to occasionally move office supplies, files, or equipment weighing approximately 5-15 pounds. Ability to communicate frequently and effectively with employees, vendors, manufacturer representatives, and other business partners.

ADDITIONAL RESPONSIBILITIES & MANAGEMENT DISCRETION

The duties and responsibilities contained in this job description describe the primary functions of the position and are not intended to represent an exhaustive list of every responsibility, assignment, or task that may be required. Business needs evolve, and employees are expected to remain flexible, adaptable, and willing to support the organization where reasonably needed. Management reserves the right, at its discretion, to assign, modify, expand, or reassign duties and responsibilities based on the needs of the business. Employees may be asked to perform additional duties, projects, assignments, or responsibilities that are not specifically identified in this job description, and those assignments are considered part of the responsibilities of the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time, consistent with applicable law.

WHAT SUCCESS LOOKS LIKE

Success in this role is straightforward: The information is accurate. The orders are right. The inventory is accounted for. Problems do not sit unresolved. Credits owed to the company are received. Internal teams have the information they need. Commitments are followed through to completion. The Purchasing Clerk should make the purchasing operation more accurate, organized, responsive, and efficient while helping the broader organization operate successfully.

Pay:

$20.00 - $30.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee discount Health insurance Health savings account Paid time off Retirement plan Vision insurance

Work Location:

In person