How to hire a purchasing department clerk

How to hire a purchasing department clerk, step by step

Here's a step-by-step purchasing department clerk hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a purchasing department clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new purchasing department clerk
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your purchasing department clerk job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a purchasing department clerk for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a purchasing department clerk to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a purchasing department clerk that fits the bill.

   The following list breaks down different types of purchasing department clerks and their corresponding salaries.

   Type of Purchasing Department Clerk	Description	Hourly rate
   Purchasing Department Clerk	Financial clerks do administrative work for many types of organizations. They keep records, help customers, and carry out financial transactions.	$14-22
   Clerk Typist	A clerk typist is responsible for data entry procedures and document transcriptions, alongside other clerical and administrative duties as required by the employer. Clerk typists create reports and presentation materials, transcribe audio meetings, write business drafts, and send documents to appropriate office personnel or clients... Show more	$12-18
   Clerk	Clerks are responsible for many of the general administrative tasks in the office. They are in charge of manning office telephone lines, managing incoming and outgoing mails, filing paperwork and other needed records, scheduling and documenting meetings, typing out documents when needed, disseminating memos and other official announcements, and keeping an inventory of office equipment and supplies... Show more	$11-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Purchase Orders
   • Data Entry
   • Expedite
   • Computer System
   • Surgery
   • Fax Machines

   Responsibilities:

   • Manage activities of purchasing, production planning and scheduling, inventory management, warehousing and logistics.
   • Check stock levels through use of MRP.
   • Process MRO orders and consumable material requisitions.
   • Review requisitions for MRO inventory and facilities maintenance agreements.
   • Complete accurate demographic and insurance information, including verification of insurance according to private, Medicaid, and/or Medicare guidelines.
   • Complete accurate demographic and insurance information, including verification of insurance according to private, Medicaid, and/or Medicare guidelines.

3. Make a budget

   Including a salary range in your purchasing department clerk job description is one of the best ways to attract top talent. A purchasing department clerk can vary based on:

   • Location. For example, purchasing department clerks' average salary in georgia is 36% less than in alaska.
   • Seniority. Entry-level purchasing department clerks 36% less than senior-level purchasing department clerks.
   • Certifications. A purchasing department clerk with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a purchasing department clerk's salary.

   Average purchasing department clerk salary

   $37,684yearly

   $18.12 hourly rate

   ---

   Entry-level purchasing department clerk salary

   $30,000 yearly salary

   Updated January 23, 2026

4. Writing a purchasing department clerk job description

   A purchasing department clerk job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a purchasing department clerk job description:

   Purchasing department clerk job description example

   Under the supervision of a department head or higher classified supervisory employee, performs a variety of clerical/secretarial support tasks which require proficiency in typing and records processing, computer skills, independent judgement, accuracy, and organizational skills. Acts as a liaison and resource to other City departments, staff, officials, outside agencies, and the public. May handle confidential materials, which are sensitive in nature.
   
   Compiles information and types correspondences, reports, budgets, forms, permits, records, and other materials.
   Processes and maintains various records, and organizes and maintains office files. Prepares reports or memoranda, compiling necessary data and exchanging information with a variety of sources. Receives, screens, and routes telephone calls, and assists visitors/residents by ascertaining needs, explaining departmental policies and procedures, initiating necessary paperwork, or referring them to the appropriate staff. Maintains a general knowledge of department operations in order to provide accurate answers to callers/visitors. Schedules appointments and maintains calendars for the supervisor and other staff. Prepares itineraries and makes reservations. Sorts and distributes mail and other materials. Prepares materials for mailing. Issues permits, licenses, and certificates after ensuring all city and/ or governmental requirements are met. Provides assistance to persons who need help with their applications and/or forms. Operates computers equipment to process data, procedure spreadsheets, and maintain records. Updates files as needed. Prepares and processes weekly payroll and attendance reports for the department. Investigates and resolves problems presented by residents/public to their satisfaction. May be involved in various special projects as assigned, handling related correspondence, maintaining records, and serving as liaison for specific programs, assisting the public, providing related assistance, and answering questions. Maintains an inventory of office/departmental equipment, supplies, forms, and materials. Orders and/or pick up items as needed. Performs other related clerical duties specific to an assigned area.
   PHYSICAL DEMANDS The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee may be required to push, pull, lift, and/or carry up to 20 pounds. The noise level in the work environment is usually moderately quiet.
   
   EMPLOYMENT QUALIFICATIONS
   Education: Possession of a high school diploma or its equivalent with courses in typing, account keeping, office machine and/or computer operation, and office procedures.
   Experience: A minimum of one to three years of clerical/secretarial, and BS&A module experience or the equivalent.
   
   The qualifications listed above are guidelines. Other combinations of education and experience which could provide the necessary knowledge, skills, and abilities to perform the job will be considered.
   For purposes of Employment Standards, this classification is "Exempt" from the overtime provisions of the Fair Labor Standards Act.
   
   Job Posted by ApplicantPro

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5. Post your job

   To find the right purchasing department clerk for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with purchasing department clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit purchasing department clerks who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your purchasing department clerk job on Zippia to find and recruit purchasing department clerk candidates who meet your exact specifications.
   • Use field-specific websites such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit purchasing department clerks, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new purchasing department clerk

   Once you've selected the best purchasing department clerk candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   Once that's done, you can draft an onboarding schedule for the new purchasing department clerk. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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