Occupation Profile for Procurement Clerks
Compile information and records to draw up purchase orders for procurement of materials and services.
Signficant Points
- About 23 percent of procurement clerks work for Federal, State, and local governments.
- Overall employment is expected to experience little or no change as a result of increasing automation, offshoring, and restructuring of business.
- High school graduates with good communication and computer skills should have the best job opportunities.
Overview
| $33,100.00 | Median Annual Wage | 2,000 | Average Job Openings Per Year |
| 1.9 | Average Unemployment Percentage | 28.4 | Percentage That Completed High School |
| 78,000 | Employment Numbers in 2006 | 47.8 | Percentage That Had Some College |
| 76,000 | Employment Numbers in 2016 (est.) | 23.8 | Percentage That Went Beyond College Degree |
Sample Job Titles
Training
- These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include funeral directors, electricians, forest and conservation technicians, legal secretaries, interviewers, and insurance sales agents.
- Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree. Some may require a bachelor's degree.
- Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
- Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers.
Most employers prefer applicants with a high school diploma or its equivalent. To advance to purchasing agent jobs, a bachelor’s degree is usually required and certification is helpful.
Education and training. Most employers prefer applicants who have a high school diploma or its equivalent or a mix of education and related experience. Most procurement clerks are trained on the job under close supervision of more experienced employees. Training usually lasts less than a few months.
Other qualifications. Employers prefer workers who are computer-literate and have a working knowledge of word processing and spreadsheet software. Proficiency with computer software is important because most tasks, such as preparing purchase orders, are performed electronically.
Certification and advancement. Some procurement clerks who obtain a bachelor’s degree and show a greater understanding of contracts and purchasing may be promoted to the position of purchasing agent or buyer. Useful fields of study include business, supply management, engineering, and economics.
Getting a certification may help procurement clerks demonstrate that they have the knowledge and skills necessary to take on more advanced purchasing tasks. There are several recognized credentials for purchasing agents and purchasing managers. The Certified Purchasing Manager (CPM) designation is conferred by the Institute for Supply Management. In 2008, this certification will be replaced by the Certified Professional in Supply Management (CPSM) credential, covering the wider scope of duties now performed by purchasing professionals. The Certified Purchasing Professional (CPP) and Certified Professional Purchasing Manager (CPPM) designations are conferred by the American Purchasing Society. The Certified Supply Chain Professional (CSCP) and Certified in Production and Inventory Management (CPIM) credentials are conferred by APICS, also known as the Association for Operations Management. In Federal, State, and local government, the indications of professional competence are Certified Professional Public Buyer (CPPB) and Certified Public Purchasing Officer (CPPO), conferred by the National Institute of Governmental Purchasing. Most of these certifications are awarded only after experience and education requirements are met and written or oral exams are successfully completed.
Nature of Work
Procurement clerks compile requests for materials, prepare purchase orders, keep track of purchases and supplies, and handle inquiries about orders. Usually called purchasing clerks or purchasing technicians, they perform a variety of tasks related to ordering goods and supplies for an organization. They make sure that what was purchased arrives on schedule and meets the purchaser’s specifications.
Automation is having a profound effect on this occupation. Orders for goods now can be placed electronically when supplies are low. However, automation is still years away for many firms, and the role of the procurement clerk is unchanged in many organizations.
Procurement clerks perform a wide range of tasks. Some clerks perform strictly clerical functions, but others, particularly at small or medium-sized companies, do more complex tasks. In general, procurement clerks process requests for purchases. They first determine whether there is any of the requested product left in inventory and may go through catalogs or to the Internet to find suppliers. They may prepare invitation-to-bid forms and mail them to suppliers or distribute them for public posting. Procurement clerks may interview potential suppliers by telephone or face-to-face to check on prices and specifications and then put together spreadsheets with price comparisons and other facts about each supplier. Upon the organization’s approval, clerks prepare and mail purchase orders and enter them into computers.
Procurement clerks keep track of orders and determine the causes of any delays. If the supplier has questions, clerks try to answer them and resolve any problems. When the shipment arrives, procurement clerks may reconcile the purchase order with the shipment, making sure that they match; notify the vendors when invoices are not received; and verify that the bills match the purchase orders.
Some purchasing departments, particularly in small companies, are responsible for overseeing the organization’s inventory control system. At these organizations, procurement clerks monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes. They may keep inventory spreadsheets and place orders when materials on hand are insufficient.
Work environment. Procurement clerks usually work a standard 40-hour week. Most procurement clerks work in areas that are clean, well lit, and relatively quiet. These workers sit for long periods of time in front of computer terminals, which many cause eyestrain and headaches. Workers in this occupation may sometimes work overtime or on varied shifts.
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