in Mississippi

The primary objectives of the purchasing department are to: (1) procure the necessary materials,
supplies, services, etc. for the county government, (2) procure these items at the lowest possible
cost and in a timely fashion, and (3) direct deliveries to their appropriate destinations. The goal
of the purchasing department is to have on hand necessary items or have available necessary
services to insure uninterrupted operations at the lowest expense. In summary, the task is to
obtain what is wanted at the least cost, when it is wanted and where it is wanted.
Purchase Clerk – Code, § 31-7-103
The purchasing department in small to medium size counties will consist of a purchase clerk and
assistants to the purchase clerk. In large counties, the purchasing department may be expanded to
include buyers and clerical help.
The purchasing department, headed by the purchase clerk, has the sole responsibility of
purchasing all equipment, heavy equipment, machinery, supplies, commodities, materials and
services used by any county office or county department except those offices or departments in
which expenditures are not required by law to be approved by the board of supervisors. The
purchase clerk shall disapprove any purchase requisitions which, in his opinion, are not in
compliance with the purchasing laws of the state.
Receiving Clerk – Code, § 31-7-109
In addition to appointing a purchase clerk, all counties must appoint a receiving clerk. Unless the
chancery clerk is appointed as receiving clerk by the board of supervisors, the receiving clerk is
appointed by the county administrator, with the approval of the board of supervisors, in counties
required to operate under the “unit” system. In “beat” counties the board of supervisors appoints
the receiving clerk. The receiving clerk shall not be a member of the board of supervisors.
Assistant receiving clerks may be appointed by the receiving clerk when necessary, subject to the
approval of the entity which appointed him.
The receiving clerk and his assistants shall be solely responsible for accepting the delivery of all
equipment, heavy equipment, machinery, supplies, commodities, materials and services
purchased by the county. The receiving clerk or his assistants must, upon proper delivery,
acknowledge receipt of goods and services in compliance with the system prescribed by the
Office of the State Auditor. The receiving clerk is responsible for maintenance of the prescribed
system.
Inventory Control Clerk – Code, § 31-7-107
In addition to the required central purchasing system, every county must maintain an inventory
control system in accordance with requirements prescribed by the Office of the State Auditor.
Every county must employ an inventory control clerk in the same manner used to employ or
designate the purchase clerk.
The inventory control clerk is responsible for the maintenance of the inventory control system.
He assumes responsibility for assistant inventory clerks needed for the efficient operation of the
system. The inventory control clerk cannot be a member of the board of supervisors.
112