Occ. Code 2501670

HEAD CLERK (PURCHASE), GRADE 17

New York State Department of Civil Service

Classification Standard

NATURE OF WORK

Positions of Head Clerk (Purchase) supervise and perform tasks and activities in the preparation and processing of purchase orders for the purpose of purchasing supplies, materials equipment, food, repair and rental and moving services, communication services, printing and travel services for an agency.  These activities are performed in accordance with the provisions of existing State contracts, open market buying procedures and rules issued by the Office of General Services and the Office of the State Comptroller governing all such activities.

            There are relatively few positions in this class.  They are found in the larger State agencies such as the Departments of Labor, Health, Transportation, Taxation and Finance and the Office of General Services.

CLASSIFICATION CRITERIA AND DISTINGUISHING CHARACTERISTICS

            Positions of Head Clerk (Purchase) are characterized by the supervision of a clerical staff engaged full time in activities directly related to the annual purchasing of more than $1.5 million worth of material and services for an agency.  Approximately twenty-five percent of this total represents open market purchases primarily involving standardized items where prices, quality and variety of substitute items are limited and not subject to wide variations. 

            At the Principal level, positions in the purchase clerical series generally function as a principal subordinate to either a Head Clerk (Purchase) or a Purchasing Agent and typically having primary responsibility for purchasing items and services through existing State contracts.  In some smaller State agencies an incumbent of a Principal level position may supervise all purchase activities when the value of such purchases is less than $1.5 million.

NOTE:  Care should be used in interpreting the dollar value of purchases due to the effect the economy has on the real purchasing power.  The figures mentioned in this standard reflect the average purchasing power of the dollar for 1974.  Accordingly, when evaluating positions the effect of inflation or deflation should be considered.

Positions in the Purchasing Agent Series differ from those in the Purchase Clerk series as their activities are almost exclusively devoted to open market buying or they are in complete charge of an agencys purchasing program involving both contract and open market buying with the latter representing at least fifty percent of the purchases and where such purchases are not easily standardized such as is typical in buying scientific and instruction equipment.  In the Office of General Services, incumbents of Purchasing Agent positions purchase a wide variety of items in bulk on a contract basis for subsequent orders by the using agency or for buying specialized and expensive items on the open market.

TYPICAL ACTIVITIES, TASKS AND ASSIGNMENTS

Determines need to purchase supplies not available in stock by reviewing requisitions from program supervisors, consulting perpetual inventory and checking reports of material consumption.

§ Reviews requisitions for supplies and equipment comparing information provided with that required and then determines if additional information or specifications are needed such as color, size, number, etc.

§ May request information describing how the requested supplies or equipment are to be used.

§ May inform requester of other choices available if requested items are not available or if less expensive items can be substituted.

Determines whether item requested is on a current contract with a vendor by comparing request with contract listing.

§ If item is not on contract, identifies which vendors carry the item.

§ Prepares specifications by describing article in full detail on a given form.

§ Contacts three or more if necessary for information on prices, materials, availability, delivery, etc.

§ In accordance with the Office of General Services and Office of the State Comptroller rules and regulations and State Finance Law governing purchases of materials either solicits bids or actually purchases items.

§ If item is on contract, reads overall contract and determines whether item can be ordered singularly or in quantity only; makes a decision as to quantities needed and orders accordingly.

§ May prepare sealed bid openings, review bids and make routine awards.

May register complaint with OGS if supplies, forms or services are defective or unsatisfactory.

When orders are not received on schedule, responds by follow-up letter or telephone call that order be filled on a timely basis to insure that adequate balances are on hand.

Supervises the activities of subordinate staff engaged in the preparation and processing of purchase orders, requisition of stock supplies and the handling of correspondence or personal contact situations relating to purchasing.

§ Reviews request for stock supplies or equipment and determines what procedures need to be followed and assigns to subordinate clerical personnel.

§ Provides assistance to subordinate staff in dealing with problems which may arise in the processing of an order, particularly those involving the interpretation of procedures and policy as applied to specific situations.

§ Insures that the purchase or requisition is handled properly by reviewing completed work to determine its accuracy and completeness when compared with guidelines, policy, procedures and specific instructions.

§ Resolves work related problems with staff members by talking with staff involved and suggesting ways to better accomplish tasks to improve the efficiency and effectiveness.

Any or all of the following may be performed or may be supervised by the Head Clerk (Purchase) with respect to the requisition of stock and related functions such as storing and distributing supplies, transportation arrangements, space and equipment usage, equipment control, alteration or repair of equipment, etc.

§ May provide assistance to budget analysts, program administrators and directors by identifying and interpreting purchasing procedures, estimating costs, identifying sources of supply and estimating probable delivery time by referring to central agency rules and regulations and reviewing past experiences with vendors.

§ May arrange for repairs to equipment either on site or at vendors place of business and may prepare reports on the promptness and adequacy of the repair work.

§ Sells obsolete furniture and equipment and removes obsolete furniture and equipment by reference to OGS schedule and accordance to rules and regulations.

§ Familiarizes self with new products and services that may be applicable to agencies work by reading specifications, obtaining information directly from sales representatives representing different companies.

§ May discuss the terms of a rental contract with vendors concerning the rental of equipment and determines which vendor provides the best deal.

§ May prepare correspondence to inform vendors of unsatisfactory material, shortages, damage and delays in delivery.

§ May prepare estimates of anticipated expenses by reviewing trends, projected needs and present inventory.

RELATIONSHIPS WITH OTHERS

            Positions in this class are primarily concerned with the preparation and processing of documents requiring only occasional substantive written and verbal communication with program administrators and vendors.  Such communication involves outlining the specifications of items being purchased or the substitution of comparable items.  Written communication frequency involves letters to vendors ordering items and following-up on orders not received in a timely manner.

            The extent of such relationships varies among positions but this extent does not alter the classification or level of the individual position.

NATURE OF SUPERVISION

            Head Clerk (Purchase) is a mixed class in that incumbents perform purchasing activities and also supervise a staff of subordinate clerical employees in preparing and processing purchase orders and maintaining inventory of supplies on hand.  In the latter capacity the incumbent assigns work,  observes employee performance in processing requests for purchases; reviews on a daily basis subordinate activity for conformance to procedures, correcting judgmental and procedural errors and providing assistance in resolving issues involving substitutes for items originally requested by suggesting alternatives and by discussing such issues with program administrators.  Although supervision is a key characteristic of this position the number of employees supervised may vary but is not a significant classification factor of itself.

            Positions in this class work under supervisory controls imposed by the employing agency and by the laws, rules, and regulations governing purchasing.  Standard forms and procedures are provides along with technical advice on non-contract purchases by the staff of the Office of General Services.  Incumbents of these positions are supervised by a higher level employee who sets priorities, periodically reviews purchasing practices and activities, prepares budget materials and resolves issues of non-contract purchasing that cannot be resolved by the Head Clerk in dealing with program administrators.  This supervision generally is not on a day-to-day basis as the incumbent of this position functions under detailed procedural requirements.

JOB REQUIREMENTS

§ Good knowledge of the purchasing procedure as promulgated by the Office of General Services, the Office of the State Comptroller and the employing agency.

§ Working knowledge of the quality and quantity of various supplies and items needed by the agency and their normal use.

§ Working knowledge of principles and practices of supervision.

§ Basic knowledge of the appropriate sections of the State finance law governing purchases.

§ Basic knowledge of the agencys mission.

§ Ability to prepare correspondence and narrative reports.

§ Ability to supervise a staff of clerical employees.

§ Ability to communicate effectively with program administrators and vendors.

§ Ability to apply appropriate procedures and regulations to purchasing activities.

MINIMUM QUALIFICATIONS

            Positions in this class are normally filled by the promotion of employees with at least one year of permanent service in a clerical position allocated to Grade 11 or higher.

Reviewed:  4/03

NOTE:  Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.