Purchasing Coordinator

Purchasing CoordinatorIrvine Ranch Water District is currently accepting applications for one (1) Purchasing Coordinator position in the Purchasing Department.The District:Irvine Ranch Water District (IRWD) is a progressive, values-driven agency, with an international reputation for its leading-edge financial management practices, water recycling program, water use efficiency practices, water banking, urban runoff treatment, and energy generation and storage. Established in 1961 as a California Water District under the provisions of the California Water Code, IRWD is an independent special district serving central Orange County. IRWD provides high-quality drinking water, reliable sewage collection and treatment, ground-breaking recycled water programs, and environmentally sound urban runoff treatment to its customers. As an independent, not-for-profit public agency, IRWD is governed by a publicly elected five-member Board of Directors. The Board is responsible for the District's policies and decision-making. Day-to-day operations are supervised by the General Manager. Additional information can be found at the District's website: ValuesIrvine Ranch Water District believes that its values drive the character, culture, and capacity of our organization. IRWD was built on values, and we weave them into the fabric of everything we do. Values are the ingredients in our recipe for both institutional and individual success. They are a code of conduct to promote positive outcomes for others and ourselves. They are more than words on a wall or a website. We live by them every day. We pledge to keep them relevant in an ever-changing world.IRWD's employees enjoy working in a safe, supportive, and nurturing environment where they form strong bonds with fellow employees. To ensure effective communication and promote a collaborative team environment, employees report to work each day in the office or in the field, depending on their positions.The Position: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. This is the entry-level classification in the Purchasing Coordinator series. Incumbents perform a variety of administrative, procurement, and contract support duties under general supervision and assist Purchasing staff in carrying out established purchasing processes and procedures.Essential Duties and ResponsibilitiesObtains 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. Disaster Service Worker: In accordance with Government Code Section 3100, Irvine Ranch Water District employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.Minimum QualificationsEducation and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: 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.Licenses and CertificationsPurchasing Certificate highly desirable.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.Physical DemandsRegularly 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.Environmental ConditionsNoise level is generally equivalent to a typical office environment. The office is maintained at a comfortable room temperature. The office is equipped with air conditioning and ventilation systems designed to maintain comfortable indoor air quality. The work area is equipped with adequate artificial lighting, supplemented by natural daylight from windows where available. The employee will work primarily at a desk, using a computer and other office equipment. The office complies with standard safety regulations, including the use of fire exits, first aid kits, and emergency procedures. Employees are expected to adhere to safety guidelines. The office environment is free from significant environmental hazards such as chemicals, heavy machinery, or extreme weather conditions.Important Application Information and InstructionsAll 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 GuideApplications 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:Oral Interview Examination : will assess candidates' experiences, qualifications, and abilities that are crucial for success in this role. During this examination, candidates will have the opportunity to discuss their background, including education, training, and relevant professional experiences. This in-person interview will allow evaluators to assess the candidate's interpersonal communication skills and overall qualifications for the position.Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.Equal Opportunity EmployerIrvine 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.