Purchasing coordinator Jobs in Orange, CA

Purchasing Coordinator

Irvine Ranch Water District is currently accepting applications for one (1) Purchasing Coordinator position in the Purchasing Department. Under general supervision, provides a variety of administrative, procurement, and contract support duties for the Purchasing Department, including Certificate of Insurance processing, contractor compliance, supplier maintenance, and purchase order follow-up.

Obtains required invoice coding and approvals to support timely invoice processing. Reviews, validates, and processes invoices against purchase orders and agreements. Scans all District invoices to Accounts Payable on a daily basis. Opens and distributes regular and electronic mail. Interfaces with suppliers, Buyers, requestors, and Accounts Payable to resolve invoice questions and discrepancies. Maintains and updates Signature Authorization Lists. Distributes new purchase orders and contract documents to suppliers. Follows up on past-due orders using the back-order report. Provides administrative support for the Purchasing staff as needed. Maintains purchase order and contract lists. Prepares Purchasing correspondence, including letters, memoranda, quotations, and certified mail documentation, as requested. Administers and maintains the purchase order acknowledgment process. Serves as receptionist for the Purchasing Department. Coordinates office supplies, business cards, and other office-related purchases. Enters requisitions, purchase orders, and agreements into the District's Enterprise Resource Planning (ERP) system. Requests, reviews, and maintains Certificates of Insurance documents. Reviews purchase order and contract packages for required documentation and maintains appropriate records. Reviews contractors for applicable Department of Industrial Relations (DIR) compliance requirements. Processes and maintains the Supplier Assessment Program. Coordinates the reconciliation of Public Surplus sales. Cross training will be provided so that each position will back-up the other's responsibilities. Comply with safety work-related practices and attend relevant safety training. Performs related duties as assigned.

Education: Equivalent to completion of the twelfth (12th) grade. Associate's degree in Business Administration or related field highly desirable Experience: Three (3) years of experience in a purchasing environment or two (2) years in an accounting environment is required.

Knowledge of: Microsoft Windows and proficiency in Microsoft Word and Excel. Ability to: Communicate effectively with all levels of office/field employees and management; Explain, demonstrate and clarify to others within well established policies, procedures and standards, as well as the ability to follow specific instructions and respond to simple and difficult requests from others; Communicate complex information clearly and effectively, both verbally and in writing; Add, subtract, multiply, and divide and calculate percentages, fractions, and decimals; Read and interpret complex data and information and use math and mathematical reasoning; Use good personal judgment and discretion in performing all job functions.

Regularly required to sit, walk, bend, stoop and stand. Must be able to sit for extended periods of time while performing tasks at a desk or workstation. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator, and to operate standard office equipment. Ability to reach for documents, supplies, or equipment at varying heights (within a standard office environment) and grasp them, including the use of filing cabinets or shelves. This is primarily a sedentary office classification, although standing and walking between work areas may be required. Occasional standing may be required. Some bending or stooping may be necessary to retrieve files or materials from lower shelves or desks. Good vision is necessary for reading documents, working with computer screens, and performing tasks that require fine detail. Ability to hear in a standard office environment for communication, phone calls, and meetings. Frequent verbal communication with team members, clients, and other stakeholders, including both in-person and virtual meetings, requiring clear speech and hearing.

All applicants are required to complete and submit a District application form online and answer the supplemental questionnaire. Stating "See Resume" is not an acceptable substitute for a completed application. Resumes or faxed copies will not be accepted in lieu of the District online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide. Applications will be reviewed by the Human Resources Department and the subject matter expert. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include an oral interview examination.

Irvine Ranch Water District is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. If you consider yourself a person with a disability, you may contact the Human Resources Department for a reasonable accommodation.