Part-Time Purchasing Assistant

The Pegasus School; Huntington Beach (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

The Pegasus School in Huntington Beach, CA is seeking a part-time Purchasing Assistant to support the Business Office. You will process employee purchase requests, create purchase orders, monitor order status, and maintain vendor records to ensure accurate documentation and timely deliveries.

Responsibilities include inventory and textbook ordering, coordinating with vendors, handling supplies for classrooms and offices, and supporting transportation logistics for trips.

Qualifications

• Bachelor’s degree.
• One to three years of experience in administrative/clerical support, office reception, bookkeeping, or accounting.
• Proficiency with Google Workspace and Microsoft Office, specifically Word, Excel, and PowerPoint.

Responsibilities

• Receive, review, and process employee purchase requests, ensuring requests are complete, accurate, and appropriately approved.
• Create purchase orders and place orders with approved vendors.
• Monitor order status and communicate shipping updates, backorders, substitutions, and delivery timelines to employees.
• Coordinate with vendors to resolve order discrepancies, damaged shipments, returns, shortages, and credits.
• Receive deliveries and reconcile shipments with purchase orders and packing slips.
• Collaborate with the Business Office to compile and submit supporting documentation for monthly Amazon and School credit card purchases.
• Maintain organized purchasing records and documentation.
• Develop and maintain positive working relationships with vendors.
• Research products, pricing, and vendor options as requested and identify opportunities for cost savings and purchasing efficiencies.
• Provide timely and responsive customer service to faculty and staff regarding purchasing requests, deliveries, and order status.
• Purchase and maintain inventory of classroom, office, and operational supplies as requested by faculty, and keep work rooms and the front office stocked with general supplies.
• Coordinate annual textbook ordering and distribution.
• Monitor inventory levels and replenish supplies as needed.
• Assist with inventory management for emergency preparedness supplies and operational equipment.
• Coordinate the distribution of purchased materials and supplies to departments.
• Coordinate school field trip transportation by scheduling with approved vendors based on requests and trip details from school administrators and staff.
• Confirm bus reservations, schedules, and transportation logistics with vendors.
• Communicate transportation confirmations and updates to the requesting department.
• Maintain purchasing files and records in accordance with School procedures.
• Prepare purchasing reports, spreadsheets, and correspondence as needed.
• Assist with other purchasing-related administrative duties as assigned.

Skills

Google Workspace

Microsoft Office

Word

Excel

PowerPoint

Education

Bachelor's degree

Job description

Reports To: Chief Financial Officer (CFO)

Jobs Supervised: None

FLSA Status: Hourly, Non-Exempt, Part-Time (12-Month)

JOB DESCRIPTION

PART-TIME PURCHASING ASSISTANT

Department: Business Office

Reports To: Chief Financial Officer (CFO)

Jobs Supervised: None

FLSA Status: Hourly, Non-Exempt, Part-Time (12-Month)

Job Purpose

The Purchasing Assistant supports the daily operations of the Business Office by coordinating the School's purchasing process, maintaining inventory of certain supplies, and developing positive relationships with vendors. This position ensures that faculty and staff receive the materials and resources needed to support teaching and learning while maintaining accurate purchasing records and providing outstanding customer service throughout the procurement process.

The Purchasing Assistant works closely with the Chief Financial Officer, Business Office staff, and employees across the School to support efficient, organized, and fiscally responsible purchasing practices.

Examples of Essential Functions

Purchasing & Procurement

• Receive, review, and process employee purchase requests, ensuring requests are complete, accurate, and appropriately approved.
• Create purchase orders and place orders with approved vendors.
• Monitor order status and communicate shipping updates, backorders, substitutions, and delivery timelines to employees.
• Coordinate with vendors to resolve order discrepancies, damaged shipments, returns, shortages, and credits.
• Receive deliveries and reconcile shipments with purchase orders and packing slips.
• Collaborate with the Business Office to compile and submit supporting documentation for monthly Amazon and School credit card purchases.
• Maintain organized purchasing records and documentation.
• Develop and maintain positive working relationships with vendors.
• Research products, pricing, and vendor options as requested and identify opportunities for cost savings and purchasing efficiencies.
• Provide timely and responsive customer service to faculty and staff regarding purchasing requests, deliveries, and order status.

Inventory & Supply Management

• Purchase and maintain inventory of classroom, office, and operational supplies as requested by faculty, and keep work rooms and the front office stocked with general supplies.
• Coordinate annual textbook ordering and distribution.
• Monitor inventory levels and replenish supplies as needed.
• Assist with inventory management for emergency preparedness supplies and operational equipment.
• Coordinate the distribution of purchased materials and supplies to departments.

Transportation Coordination

• Coordinate school field trip transportation by scheduling with approved vendors based on requests and trip details from school administrators and staff.
• Confirm bus reservations, schedules, and transportation logistics with vendors.
• Communicate transportation confirmations and updates to the requesting department.

Administrative Support

• Maintain purchasing files and records in accordance with School procedures.
• Prepare purchasing reports, spreadsheets, and correspondence as needed.
• Assist with other purchasing-related administrative duties as assigned.

The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change, or rescind work assignments and to make reasonable accommodations so qualified employees can perform the essential functions of the position.

Qualifications

Experience, Training, and Education

Required

• Bachelor’s degree.
• One to three years of experience in administrative/clerical support, office reception, bookkeeping, or accounting.
• Proficiency with Google Workspace and Microsoft Office, specifically Word, Excel, and PowerPoint.

Preferred

• Bachelor’s degree with three or more years of experience in accounting, specifically in purchasing.
• Experience with computerized accounts payable, accounts receivable, and general ledger maintenance.
• Experience working in an educational or nonprofit environment.

Knowledge, Skills, and Abilities

• Excellent organizational skills with exceptional attention to detail.
• Strong customer service orientation and the ability to build positive working relationships with faculty, staff, and vendors.
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Excellent verbal and written communication skills.
• Strong problem-solving skills and sound judgment.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Proficiency with spreadsheets, databases, and standard office technology.
• Ability to work independently while collaborating effectively with colleagues across departments.

Physical and Environmental Requirements

This position is primarily performed in an office environment with moderate noise levels and no direct exposure to hazardous materials.

The position requires frequent sitting, standing, walking, bending, reaching, and using standard office equipment, including computers, telephones, printers, and copiers. Employees occasionally lift and move boxes, packages, and supplies weighing up to 30 pounds and may use a hand truck or dolly to transport deliveries.

Special Requirements

• This is a part-time, twelve-month position. The weekly schedule is generally established during normal business hours and may vary throughout the year based on purchasing cycles, summer operations, textbook ordering, and other operational needs.

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