Procurement Clerk

Position Conditions: This permanent, full-time position (36.25 hours per week) will be offered in accordance with conditions identified in the Collective Agreement between the City of Brandon and CUPE Local 69. First consideration will be given to current City of Brandon CUPE employees. The City of Brandon reserves the right to underfill this position.

Rate of Pay: $28.02 - $29.18 per hour – 2025 rates.

Closing Date: 11:59 PM on June 25, 2025.
This competition will include testing and an interview.

PURPOSE OF POSITION
Reporting to the Procurement Specialist, this position is responsible for front-line support for Procurement Services. The Procurement Clerk will be responsible for ensuring compliance with the City of Brandon Tendering & Procurement Policies and Federal & Provincial Legislation with respect to procurement tasks and functions, such as preparing purchase orders and correspondence as required and when providing advice and guidance to departments. The Procurement Clerk is the first point of contact for Procurement Services for external participants in the procurement process. This position is part of a team and is responsible for performing other clerical functions within the department when required.

TYPICAL DUTIES AND RESPONSIBILITIES
• Manages all customer enquiries made by phone, in person or in writing, in a courteous and expedient manner, and acts as a resource person for purchase orders and related enquiries.
• Responsible for providing direction, advice and support to departments regarding Purchase Orders
• Verify all authorities are in place prior to authorizing/issuing Purchase Orders.
• Ensure compliance with the City’s Tendering and Procurement Policies.
• Responsible for maintaining and tracking bidder inquiries.
• Responsible for preparing bid documentation including summary sheets, unevaluated bid results and letters of notification.
• Responsible for inputting and updating advertising regarding the Bid Opportunities on the internet (Ex: MERX), on the City website and other publications as required.
• Responsible for initiating, developing and maintaining effective collaborative relationships with departments and assisting with resolution of a variety of procurement matters.
• Responsible for educating and training departments purchase order entry, receiving and year-end procedures.
• Responsible for auditing and issuing Purchase Orders (PO’s) by reviewing supporting documentation to facilitate efficient receiving and invoice processing.
• Responsible for investigating outstanding invoices and closing out Purchase Orders (PO’s).
• Responsible for maintaining accurate records and document management to ensure accountability and for audit purposes.
• Perform weekly, monthly, and annual processes such as inputting and reconciling information and running reports.
• Continually promote services of Procurement Services and support the core values and business practices of supply chain management.
• Perform internal audits for data accuracy.
• Performs some of the responsibilities of other clerical & cashier functions within the Department due to staffing levels and when workloads require increased attention.

NOTE: This description is not intended to limit the assignment of work or be construed as a complete list of the many duties to be performed by the incumbent.