Purchasing Clerk

**Purchasing Clerk**

**Financial Services**

**Purpose & Scope of Position**:
The Purchasing Clerk is responsible for assisting the Purchasing Coordinator and Insurance and Risk Management Coordinator in the purchasing, tendering and risk management requirements for the City of Quinte West and for providing clerical assistance as required to the Director and Managers in the Financial Services Department. Matters of a confidential nature shall be treated with due regard for the best interests of the Municipality and its personnel.

**Duties and Responsibilities**:
The position will:
Assist the Coordinator in purchasing and tendering requirements as outlined in the Purchasing Policy and associated Schedules as approved by By-law which includes:

- Maintain city’s master purchase order records tracking distribution to staff, release to vendors, receipt of goods, and payment of invoices.
- Review and confirm that purchase orders have been matched to invoices, packing slips and/or work order; G/L code assigned and authorized payment approval has been provided.
- Submit completed invoice payment packages to Accounts Payable for payment.
- Liaise with bank to arrange for preparation of U.S. drafts when required for payment of goods or services provided.
- Maintain inventory and place orders for all Corporate Department supplies.
- Maintain inventory and place orders for all products used city wide (e.g. paper, letterhead, flags).
- Assist in the preparation and distribution of formal competitive bid documents.
- Access to release bid documents online to the general public.
- Coordination of pre bid meetings when required.
- Placement of advertisements as required.
- Responding to requests for information or clarification during the tender period including preparation of addenda as required.
- Coordinate public meetings for opening of bid documents.
- Complete preliminary checking for mandatory requirements and evaluation of bid submissions.
- Preparation of meeting minutes.
- Preparation of Notice of Intent to Accept notifications.
- Reporting any unusual activity to the Coordinator.
- Purchasing Card processing for review and payment
- Coordinates monthly reconciliation of all Purchasing and Fleet card statements and ensures payment is timely. Reports any irregular activities to the Coordinator.

Assist the Coordinator in the handling of Insurance and Risk Management functions including:

- Intake and screening of incoming claims.
- Initiates investigation reporting claims to appropriate parties, internally and externally in accordance with requirements of our city insurance policies.
- Liaise with city’s insurer, adjusters and legal counsel as required.
- Access to investigative reports resulting from litigation.
- Monitors insurance coverage of those supplying Goods and Services to the City. Reports and follows up on expired certificates.
- Maintains the contract module of the City’s purchasing database that tracks validation of WSIB and General Liability policies reporting any violation.

Other:

- Act as backup to other Financial Services Department staff as required.
- Assist in the preparation of reports, spreadsheets and correspondence for Department Staff.
- Provide clerical support as required to the Director, Managers and Coordinators in the Financial Services Department.
- Demonstrate a commitment to learning and overall professional development.
- Follow all guidelines for employees and employers as legislated under the _Ontario Occupational Health and Safety Act_, other applicable legislation, best practices, City policies and procedures where applicable.

**Education/Specialized Training/Skills Requirements**:
The position will require:

- Minimum of a two (2) year Community College Diploma in Business Administration, Accounting or a related field.
- Excellent communication and interpersonal skills.
- Ability to deal tactfully with staff and the general public.
- Proficiency with the operation of computer programs, photocopiers and general office equipment.
- A highly developed sense of professionalism, tact and diplomacy.
- Must demonstrate respect for confidential and sensitive issues.
- Demonstrated telephone and public relations skills.
- Demonstrated ethical behaviour and business practices.
- Strong written and verbal communication skills.
- Strong and effective analytical, strategic, critical thinking and problem solving abilities.

Nice to Have:
Although not required, the following would be considered an asset to this position.
- Completion of Ontario Public Buyers Association Educational Program - Principles of Effective Public Purchasing or equivalent.
- Certified Public Procurement Office (CPPB) Designation level two (2) minimum.
- Completion of Association of Municipal Clerks and Treasurers of Ontario (AMCTO) courses.
- Principles and Practices of Insurance course.
- Specialized courses in purchasing/tendering, financial accounting, computer based accounting, Google Workspace, Microsoft