PURCHASING ASSISTANT/STOCK CLERK PURCHASING ASSISTANT

Code: 06406 Local Non-Competitive Range: A6 (FY 2027)

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, compiles information to prepare purchase orders for procurement of materials, supplies, equipment, or service, reviews and edits purchase orders for proper description, number identification, and completion, and records the requisition and receipt of goods and services; does related work as required.

Under general supervision, assists with work involved in receiving, unloading, storing, issuing, shipping, and recording parts, equipment, materials, and supplies of varied types; does other related duties as required.

Examples of work

• Maintains numerical and alphabetical coding of purchased material and material in stock.
• Reviews, edits, and records purchase orders for proper description, number identification, and ensures correctness before giving to buyer.
• Receives and records invoices from vendors, checks to see that goods have been delivered and then forwards to accounts/payable section.
• Keeps records of dispositions of purchase orders and invoices received.
• Compares, corrects, and updates nomenclatures and specifications on purchase orders.
• Checks unit price on purchase order for conformity to established market prices.
• Contacts vendors to expedite deliveries.
• Contacts different divisions and projects to verify deliveries.
• Consolidates procurement of materials and supplies for various departments and projects.
• Ensures that correct supplies are shipped by vendor.
• Makes arrangements with vendors to correct situations involving incorrect shipments.
• Records letters of acknowledgment from vendors.
• Reviews requisitions for materials not normally kept in inventory for proper distribution code identification and ensures correctness.
• Receives, tabulates, and records requests for the purchase of equipment, materials, and supplies.
• Performs the clerical work involved in the preparation of contracts following the awarding of bids.
• Following the awarding of contracts, enters contract unit prices into a contract price book.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.
• May unload incoming shipments from trucks and freight cars.
• Checks incoming shipments for conformity with orders and specifications, and unpacks, sizes, and labels stock.
• Sees that stock bins are kept supplied according to size, color, or other description and that stock is kept in the proper place.
• Maintains stock in bins and on racks in an orderly and safe condition.
• When requisitions are received, checks supplies and issues stock as indicated on the requisitions.
• Assembles, packs, and sees that requisitioned supplies are ready for shipment at the designated time.
• Helps maintain a set of stock record cards.
• Takes periodic inventories.
• Helps keep the storeroom areas in a clean, orderly, and safe condition.
• In the Department of Human Services, may be required to undergo fire-training classes.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

Experience

One (1) year of experience in the preparation and processing of requisitions and/or the purchase of equipment, materials, and/or supplies.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of the proper methods and procedures involved in the purchase of equipment, materials, and/or supplies.
• Ability to comprehend and analyze the individual supply problems and particular needs of the various departments.
• Ability to deal effectively with salesmen and vendors.
• Ability to prepare reports.
• Ability to establish and maintain essential records and files.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODES: LG- CAH 11/19/96
• This job specification is for local government use only.
• STOCK CLERK
• ALL JURISDICTIONS
• Knowledge of storage procedures and methods.
• Knowledge of transportation agencies and shipping methods.
• Knowledge of record keeping methods and procedures.
• Ability to understand and carry out oral and written directions and to learn quickly from oral and written explanation and from demonstrations.
• Ability to unload, unpack, store, sort, label, and record incoming stock of varied types and to check stock received against requisitions and orders and with specifications.
• Ability to assist in maintaining a set of stock record cards and to make correct entries.
• Ability to help with the work involved in taking periodic inventories.
• Ability to do simple related clerical work.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODES: 07/A06 - CAH 5/10/97 LG -
• This job specification is for state and local government use.
• TITLE CODE FOR DUAL TITLE: LG -
• This job specification is for local government use only.

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.