OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

Sr. PURCHASING CLERK  

Reference ID: PROC - 0001

Posting Date: June 06, 2024                                                        

Closing Date:  June 20, 2024

Status: Full-time 

Shift Start Time:  9:00 A.M.                                                                                 

Shift End Time:  5:00 P.M.

Department: Procurement                                                                       

Division: Purchasing

Location: 118 N. Clark Street                                                                            

Salary Range:  $70,150

Grade:  18        

Job Summary 

The Senior Purchasing Clerk reports directly to the Deputy Clerk of the Board and supports the Clerk’s Finance Officers, as well as her or his designee(s) with all purchasing, payable, and financial reporting request as needed. The Senior Purchasing Clerk is responsible for completing various clerical tasks related to the purchase and payment of goods and services for the operational needs of the Cook County Clerk’s Office.  The Senior Purchasing Clerk is responsible for paying invoices, ordering supplies, communicating and negotiating with vendors. Responsibilities may also include performing other necessary duties for the establishment, monitoring, tracking and maintaining of all contracts and establishing renewal requirements.

  Essential Job Duties 

• Prepares and processes vendor invoices for the Cook County Clerk’s Office (“CCCO”) for payment by the Comptroller’s office.
• Performing administrative and clerical duties, monitoring maintenance contracts, as well as maintaining records of CCCO’s expenditures and payments made.
• Assist in budget process by creating required reports for analysis.
• Researches, evaluates, and present price quotes from existing and potential vendors, negotiate pricing, and creates purchase orders from requisitions for CCCO supplies and/or equipment.
• Creates, organizes, maintains, monitors and track procurement records including but not limited to invoices, contracts, quotes, cash advances, and travel request.
• Analyze and validate vendor invoices to purchases received and/or respective purchase order to ensure accuracy prior to payment.
• Responsible for ensuring that each invoice is posted to the correct vendor and expense ledger.
• Handle complex purchases and resolve purchasing issues in a timely manner.
• Review and submit requisition orders for the purpose of purchasing supplies, equipment, and/or professional services.
• Follow up on orders to ensure that supplies are shipped, delivered, and meets specifications.
• Order supplies through Cook County Marketplace system and/or outside vendors where deemed viable.
• Collaborate with County Procurement to create, solicit, and implement service and/or maintenance contracts for specified equipment for the continuation of efficient operating purposes.
• Obtain quotes and negotiate pricing for purchases less than $5000 for a specific vendor or service when deemed viable.
• Distribute and reconcile petty cash per approval of Clerk of the Board or designee. 
• Manage communication with vendors and resolve all purchasing and payment issues. 
• Prepare, monitor, and track monthly expenditures in respective account excel spreadsheets.
• Coordinate, monitor, and track regular maintenance and repairs on operational equipment.
• Act as the CCCO liaison for all Procurement meetings and training.

This list represents the essential, but not the exhaustive list of tasks performed by the Position. The employee may be assigned additional duties and/or special projects by management as needed and required.  

 Minimum Qualifications 

• High School Diploma or General Education Development Equivalent. 
• Seven years of full-time paid work experience in accounts payable, procurement, bookkeeping or accounting. 
• Proficient in Microsoft Word and Excel.

 Preferred Qualifications 

• Some college courses or Associate degree (or higher) from an accredited college or university.
• Ten years of full-time paid work experience in accounts payable, procurement, bookkeeping or accounting. 
• Familiarity with Oracle Procurement system.

(Resume and application must clearly indicate duration of, and nature of work experience, for consideration in accordance with specific minimum qualifications.)  

 Knowledge, Skills, Abilities and other Characteristics    

• Knowledge of Cook County Procurement Office Purchasing guidelines.
• Knowledge of Cook County Travel Policies and Procedures.
• Work with adding machines, calculators, databases, fax and e-mail.
• Analytical and problem-solving skills.
• Negotiation skills. 
• Ability to communicate efficiently and objectively with CCCO employees, other County agencies, and vendors. 
• Ability to handle multiple projects and tasks simultaneously while working collaboratively with several other parties to resolve emergencies and time-sensitive situations.  

 Physical Requirements 

• May have stand or sit for longer periods of time. 
• May be required frequently bend or stoop. 
• May be required lift or carry up to 30 lbs. 

Resume and application must clearly indicate duration of, and nature of work experience and education for consideration in accordance with specific Minimum and Preferred Qualifications to demonstrate eligibility for this Position. If your resume and application do not reflect that you meet the Minimum Qualifications for the Position, you will not be eligible for this Position.  If your resume and application do not reflect that you meet the Minimum Qualifications for the Position, you will not be eligible for this Position.

 CANDIDATES WILL BE REQUIRED TO PROVIDE PROOF OF EDUCATIONAL CREDENTIALS AND ANY APPLICABLE LICENSE OR  CERTIFICATIONS AS LISTED ABOVE AT THE TIME OF THE INTERVIEW.

Benefits Package

• Medical, Dental, and Vision Coverage

• Basic Term Life Insurance
• Pension Plan and Deferred Compensation Program
• Employee Assistance Program
• Paid Holidays, Vacation, and Sick Time
• You May Qualify for the Public Service Loan Forgiveness Program (PSLF)

 For further information on our excellent benefits package, please click on the following link: http://www.cookcountyrisk.com 

• If you are an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules.

• Falsification of any information in the application process will result in disqualification, dismissal after hire.

• Applications of eligible applicants will be retained for consideration for ONE-YEAR.

• Any offer of employment will be contingent on the applicant passing a background check and any required pre-employment testing. Pursuant to Section 44-1 of the Cook County Code of Ordinances, all Cook County employees must maintain residence in Cook County throughout their employment.  New employees must establish residency in Cook County within six (6) months from their date of hire or face summary discharge.

• The duties list is not set forth for the purpose of limiting the assignment of work. They are not to construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside of an employee’s normal line of work.

• The Cook County Clerk’s Office hires and promotes based on the applicant’s qualifications and merit. Any Applicant who fails to comply with any of the requirements of the Notice of Job Opportunity will not be considered eligible for this position.

• The Cook County Clerk's Office does not hire for Non-Exempt Positions based on Political Factors. Any questions should be sent to Human Resources at 312-603-5763. 

METHOD OF APPLICATION:

Apply online at https://cookcountyclerksoffice.applytojob.com/apply. Online submissions will close at 11:59pm on June 20, 2024.

Must be legally authorized to work in the United States without sponsorship.

COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER