Purchasing Clerk

Job Description

Job Description

DEFINITION: Under the direct supervision of the organization’s Executive Director the Purchasing Clerk supports the daily operations of the child care center by coordinating the procurement of supplies, materials, equipment, and services. This position is responsible for ensuring adherence to Title 5 of the California Code of Regulations, overseen by the California Department of Education; Title 22 Community Care Licensing regulations, administered by the California Department of Social Services; and all operational, nutritional, and documentation requirements of the Child and Adult Care Food Program (CACFP). The role also ensures compliance with all relevant local, state, and county fire, building, health, and safety codes required for licensed childcare facilities in Riverside County. In addition, this position is responsible for maintaining strict adherence to all Funding Terms and Conditions (FT&C) associated with state and county contracts, grant agreements, and public or private funding sources. 

RESPONSIBILITIES: The responsibilities of the Purchasing Clerk will include but not to be limited to the following:

• Purchase janitorial, office and classroom supplies as requested
• Research vendors to ensure best pricing, quality, and reliability.
• Maintain positive relationships with approved suppliers and identify potential new sources.
• Monitor inventory levels and reorder materials as needed to avoid shortages.
• Receive and inspect deliveries for accuracy, quality, and condition.
• Coordinate with classrooms, kitchen staff, and maintenance teams to distribute supplies
• Update inventory logs, storage areas, and supply lists regularly
• Inventory control of purchasing department supplies on hand
• Handle incoming calls - answer and transfer calls to appropriate staff
• Data entry, printing and recordkeeping on assigned tasks
• Track orders, ensure accurate order completion 
• Resolves any discrepancies with vendors in timely manner
• Developing policies and procedures for department 
• Prepares, prints, distributes, and files purchase order documentation as assigned.
• Conducting industry-specific research, organizing important files and drafting supporting documentation for presentations, and meetings.
• Performs other duties as assigned for program compliance and office/classroom needs.

MINIMUM QUALIFICATIONS:  

• High school diploma or GED required; Associates Degree preferred in Business Administration or 2 years’ related experience
• Organizational Skills:
  skill involves creating simple methods to handle complex tasks and create order in the workplace.
• Time Management Skills: skill includes scheduling a series of daily tasks and prioritizing certain responsibilities based on importance, length of completion time and deadlines.
• Ability to handle confidential information with discretion
• Proficiency in Google Workspace, Microsoft Office suite, and date entry systems
• Bilingual skills is a plus ; Spanish preferred; read, write and speak
• Open to constructive feedback that enhances the organization

MINIMUM REQUIREMENTS:

• TB Clearance (every two years)/Physical (once upon hire)
• Fingerprinting Clearance by FBI, DOJ, Child Abuse Index and these criminal records are required for employment. 
• Vaccines (TDAP every 10 years and MMR)
• Flu Shot annually or declination waiver.
• Mandated Reporter Training (AB1207 every two years); preferred
• Valid Driver’s License and proof of active insurance
• Travel may be necessary up to 50%