Purchasing Clerk

DEPARTMENT: Administration/ Accounting

LOCATION: Primarily stationed at the Lake Terrace Convention Center; but work may require travel to other Hattiesburg Convention Commission (HCC) facilities. These include the Visitors Center, Hattiesburg Saenger Theater, Hattiesburg Pocket Museum, African American Military History Museum, Eureka School Museum, Oseola McCarty Home Museum, Smith Drugs Store, Serengeti Springs Waterpark and the Hattiesburg Zoo. Travel may also be required for errands, conferences, and seminars.

SHIFT: Full-time: Minimum 40 hours per week generally Mon - Fri; However, hours may vary; will include some nights, weekends and holidays when needed.

REPORTS TO: Director of Accounting

SUMMARY: The Purchasing Clerk will be responsible for ensuring timely procurement of products and services essential for the Convention Commission’s operations. This includes coordinating with vendors, maintaining accurate records of purchases, and supporting the Accounting department in achieving its objectives efficiently.

DUTIES AND RESPONSIBILITIES:

• Create and process purchase orders based on requisitions and departments’ requests.

• Verify specifications, quantities, and prices of products/ services ordered.

• Coordinate with vendors to ensure timely delivery of products and services.

• Communicate with vendors to obtain quotes, negotiate prices, and resolve any issues related to orders.

• Maintain strong and professional relationships with vendors to facilitate efficient purchasing processes.

• Evaluate vendor performance and make recommendations for improvements as identified.

• Conduct periodic inventory checks and reconcile any discrepancies noted.

• Assist in identifying opportunities for inventory optimization and cost savings.

• Maintain accurate records of purchases, pricing, and deliveries.

• Ensure compliance with company policies and procedures as well as Mississippi State Purchasing Laws.

• Assist in the preparation of financial reports and any requests made by independent auditors.

• Assist in the maintenance of accounting files and general administrative tasks as assigned.

• Occasionally, assistance may be needed outside of the Administration department. The culture in which we work promotes reasonable assistance in other departments when needed.

• Be aware and supportive of the Commission’s vision for all its facilities: Lake Terrace Convention Center, Lawn at Lake Terrace, Saenger Theater, Hattiesburg Pocket Museum, Sixth Street Museum District, Serengeti Springs and Hattiesburg Zoo.

QUALIFICATION REQUIREMENTS:

Education and Work Experience

Associate degree in Business Administration, Accounting or related field of study is desired and/ or minimum of 1-year experience in a similar field.

Essential Job Qualification

• Must retain a valid MS Driver’s License and meet the eligibility requirements to drive while conducting company business.

• Must have transportation for required travel.

Knowledge and Skills

• Due to the nature of this position, extreme confidentiality and accuracy are required.

• Must be organized and detail oriented and possess time-management skills.

• Ability to maintain accurate records in accordance with established procedures and state laws.

• Proficient in Microsoft Office, particularly Excel.

• Ability to work under deadline pressure and long or irregular hours including nights, weekends, and holidays as required.

• Strong negotiation skills necessary and must establish and maintain effective working relationships with fellow staff and vendors.

• Ability to work independently with minimal instruction.

• Must have excellent oral and written communication skills.