Procurement Clerk

• Understanding of municipal/provincial taxes, reconciliation processes and auditing processes. Good understanding of municipal government, its operations and services
• Strong public relations and interpersonal skills
• Excellent communications skills (both oral and written)
• Proven time management, problem solving, organizational, analytical and record keeping skillset
• Good knowledge of business processes including records management, production of statistics and reports
• Valid Ontario Driver’s license and access to a reliable vehicle

Technology Aptitude

• The incumbent must possess a combination of intermediate and advanced computer skills scored at 65% or higher for Outlook and at least one of Word/Excel/PowerPoint to ensure their: 
• Proven ability to use desktop or department/division specific software packages on their own or combine information from software packages to get the desired result
• Solid understanding of the software to enable the incumbent to know the best tool to do the job efficiently 
• Knowledge to utilize software to develop quality reports, professional looking presentations, publications and/or to develop complex spreadsheets for analysis or presentation of data (including the use of formulae) 

Administrative Duties

• Provide procurement administrative support to Manager and Procurement staff as required. 
• Organize purchasing related training and meetings as required for staff and vendors.
• Administer the Purchasing Card (P-Card) Program, including cardholder onboarding, support, access, spending limits and merchant category controls.
• Coordinate monthly P-Card reconciliation, ensuring transactions are accurately coded, approved and processed within required timelines.
• Conduct monthly P-Card audits, investigate non-compliance, track issues, and coordinate corrective actions with Procurement Advisors.
• Develop and deliver P-Card training and resources to support effective and compliant program use.
• Process cheque requests and requisitions as required 
• Assist with coordinating disposal of corporate surplus including posting surplus items to online auction website, responding to questions, coordinating auction pick up items, reconciliation, etc.
• Monitor office supply and kitchen supply stock levels and usages, including procurement of supplies through Haldimand’s vendor of record and ensuring prices are compliant with existing contract, escalate vendor issues to the Procurement Advisors
• Assisting with Business Card requests and inputting into order system for approval 
• Receiving and actioning “Staff Change Notification” form requirements (i.e. furniture, business cards, purchasing card, etc.)
• General assistance where required, with procurement activities and projects

Recordkeeping & Reports

• Perform updates to applicable websites specific to purchasing documentation (i.e. competitive bid documents, addenda, bid results, etc.)
• Maintain bid document tracking spreadsheet for contract administration and assist with statistical reporting
• Maintain P-Card database and audit log
• Assist Procurement staff with providing stats on the p-card program for annual updates to Manager and Senior Management Team
• Annually prepare records (paper and electronic files) for records retention