Purchasing Clerk

Position Overview

The Purchasing Clerk supports DePelchin Family Services in Houston by handling purchasing, basic accounting, and day-to-day administrative tasks. This role helps keep procurement, vendor coordination, accounts payable support, inventory tracking, and related office operations running smoothly with a strong focus on accuracy, organization, and customer service.

Key Duties

• Track agency forms and stationery stock, fulfill departmental requests, and confirm that each Stationery Request Form has the proper coding and required approvals before items are released.
• Compile the monthly postage expense report by cost center and send it to Accounting.
• Record monthly copier meter readings to support usage monitoring and billing.
• Oversee copier and postage machine lease and purchase agreements while ensuring compliance with agency policies and contract terms.
• Help run the competitive bidding process and prepare a bid comparison report for review and approval.
• Order office and agency supplies, and keep complete records of purchase orders, invoices, and supporting documents.
• Follow up on purchasing and delivery activity, coordinate receipt of goods from suppliers, and retain proof of delivery for all orders.
• Route purchase orders to the Manager for approval.
• Submit agency purchase requests to approved vendors in line with procurement procedures.
• Arrange staff travel, including lodging, airfare, local transportation, and rental cars, while keeping bookings timely and cost-conscious and aligned with travel policy.
• Administer the agency gift card program by purchasing cards, tracking inventory, storing them securely, issuing them appropriately, reconciling usage, and keeping accurate accountability records.
• Complete TIN checks and maintain vendor data so records stay current, accurate, and compliant with agency and regulatory requirements.
• Handle the initial invoice administration process in Concur.
• Provide backup assistance to the Accounting Clerk by processing invoices, maintaining records, and supporting other accounting-related tasks.

Required Qualifications

• High school diploma or an equivalent credential.
• At least 1 year of experience in a general office, administrative, or purchasing-related role.

Knowledge, Skills, and Abilities

• Working knowledge of accounts payable workflows, purchasing practices, and procurement procedures.
• Understanding of vendor sourcing, bid processes, and contract administration.
• High attention to detail and accuracy when handling purchasing paperwork.
• Strong organization and recordkeeping abilities.
• Comfort with MS Office and the ability to learn accounting, purchasing, and other business systems.
• Ability to coordinate effectively with vendors, departments, and leadership to ensure timely procurement and delivery.
• Capacity to build and maintain productive working relationships with staff and suppliers.
• Ability to manage deadlines and work well under time pressure.
• Ability to work independently while balancing multiple priorities in a busy environment.

Work Conditions

• Office-based role.
• Standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.
• No travel required.

Equal Opportunity Statement

DePelchin is an equal opportunity workplace and selects employees based on qualifications, without unlawful discrimination. The organization maintains a workplace free from discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation, and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.