JOB SUMMARY:  Performs a variety of clerical duties and tasks to assist the Department in the product procurement process.

ESSENTIAL FUNCTIONS:

1. Schedules delivery appointments on the computer, verifying appropriate time slots for every order to balance the flow of receiving activities, tracing delinquent appointments, and following up on late arriving carriers to ensure GSF receives required products on a timely basis. (35%)

2. Consolidates and distributes delivery appoint reports, worksheets, and backhaul sheets for warehouse and transportation to ensure complete and accurate records. (25%)

3. Transmits purchase orders by telephone, fax machine, or through EDI to ensure that vendors receive purchase orders on a timely basis. (15%)

4. Calculates item pricing for each product (revising as required) on a weekly, monthly, quarterly, or annual basis to ensure accurate information. (5%)

5. Notifies benchmark carriers of new loads, revises orders if dates change to maintain an updated system and to ensure accurate and complete records. (5%)

6. Performs data entry for change orders and non-standard orders to ensure accurate and complete records. (5%)

7. Sets up, maintains, and updates pricing, keysheets, and vendor correspondence to ensure the timely availability of accurate, well-organized, and complete files and records. (5%)

8. Compiles and maintains a cost list “hotsheet,” tracking items that fluctuate in price, to ensure accurate and timely pricing information. (5%)

9. Performs other related and assigned duties as necessary.

LEADERSHIP/MANAGEMENT RESPONSIBILITY

Not applicable

PERFORMANCE CATEGORIES

• Productivity/quality standards:  accuracy, timeliness, thoroughness
• Organization and attention to detail
• Teamwork within the department and across departments
• Project/assignment standards
• Customer satisfaction

MINIMUM QUALIFICATIONS:  Education and experience equivalent to:

Education/Certification:

Up to 18 months of post high school education from an accredited vocational, technical or junior college

Experience:

0 to 2 years of relevant work experience

Knowledge, Skills and Abilities

Knowledge of (B/basic; J/journey; E/expert):

• Basic office equipment and machinery (PCs, copiers, fax machines, adding machines, etc.) (B)
• Inventory control concepts and techniques (B)
• Computer-based inventory control systems (B)
• Purchasing concepts and techniques (B)
• PC word processing/spreadsheet software (B)
• Relevant department concepts, policies, and regulations (B)

Skill and ability to:

• Identify problems or irregularities for early resolution
• Read and process written information with a high degree of accuracy
• Work effectively in a general business environment, with a focus on high levels of quality and customer service
• Act in accordance with GSF’s Values and Creed