Purchasing Clerk

Under general supervision, the Purchasing Clerk performs clerical and administrative work related to the procurement of goods, services, and equipment for the Town of Northlake. This position supports purchasing activities in compliance with the Texas Local Government Code and adopted local procurement policies. The Purchasing Clerk assists with day-to-day purchasing functions to ensure timely, accurate, and cost-effective practices that support department operations and maintain compliance with state and local requirements.

Starting Annual Salary up to: $54,477

Position is an hourly position: $26.19 per hour

Examples of Duties

 

• Review and process purchase requisitions, ensuring accuracy and compliance with Town policies and budgetary guidelines.
• Assist in obtaining informal quotes and cooperative purchasing options in accordance with Texas purchasing laws and thresholds.
• Prepare and process purchase orders; maintain documentation and records in compliance with retention requirements and the Texas Public Information Act.
• Support departments in preparing basic specifications or scopes of work for purchases.
• Assist and support departments in competitive bidding processes, including preparing solicitation documents, gathering quotes, and tracking submissions.
• Assist in evaluating vendor quotes and preparing tabulations for review by the Finance Director or responsible department.
• Maintain accurate vendor files, including setup of new vendors, contact information, and compliance documentation.
• Manage and track data related to contracts for goods and services, ensuring timely renewals, accurate documentation, and compliance monitoring.
• Work with departments to develop and prepare agenda items for purchases or contracts requiring Town Council approval.
• Track purchase orders, invoices, and payments; assist accounting staff with reconciliation and supporting documentation.
• Perform basic accounting work to support the accounting team as needed, including invoice coding, account reconciliation, and related documentation.
• Support the Finance Director in updating and maintaining the Town’s purchasing policies to ensure compliance with state law and best practices.
• Provide customer service to Town departments and vendors regarding procurement procedures and order status.
• Monitor cooperative purchasing agreements (e.g., BuyBoard, HGACBuy, DIR) to support Town purchasing needs.
• Stay informed on purchasing policy updates, training opportunities, and best practices relevant to municipal procurement.

 

Typical Qualifications

Education and Experience:

• Associate's degree in Business, Public Administration, Finance, Accounting or a related field required; Bachelor’s degree preferred.
• One to two (1–2) years of purchasing, procurement, or related administrative experience in a Texas local government setting required.
• Experience with governmental accounting or accounts payable functions preferred.
• An equivalent combination of education and directly related work experience may be considered to meet minimum qualifications.
• Education pay is available in addition to base salary for employees who hold a qualifying degree, in accordance with Town policy.

Licenses/Certifications:

 

• Certification pay is available in addition to base salary for employees who obtain and maintain qualifying certifications, in accordance with Town policy.
• Preferred: Certified Texas Contract Developer (CTCD), Certified Texas Contract Manager (CTCM), Certified Public Procurement Officer (CPPO), or Certified Professional Public Buyer (CPPB), issued by recognized authorities.

 

Supplemental Information

Knowledge, Skills, and Abilities
•    Working knowledge of Texas Local Government Code Chapter 252 and municipal purchasing thresholds.
•    Familiarity with cooperative purchasing networks and interlocal agreements.
•    Understanding of ethical purchasing practices and applicable state conflict of interest laws.
•    Proficiency with Microsoft Office Suite (specifically Excel) and familiarity with ERP or purchasing software (OpenGov experience preferred but not required).
•    Basic knowledge of accounting principles related to purchasing and accounts payable.
•    Strong attention to detail, organizational skills, and ability to manage multiple tasks.
•    Clear and professional communication skills for interacting with staff, vendors, and the public.
•    Ability to follow established purchasing procedures and seek guidance on complex issues.