Purchasing Coordinator

Irvine Ranch Water District (IRWD); Irvine (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Irvine Ranch Water District is accepting applications for a Purchasing Coordinator in the Purchasing Department. The role supports invoice processing, supplier coordination, and contract administration within IRWD’s ERP system.

The position is entry-level to mid-level, with duties spanning purchase order follow-up, records maintenance, and receptionist responsibilities for the department. Strong Excel/Word skills and purchasing knowledge are essential for success.

Qualifications

• Associate degree in Business Administration or related field strongly desirable.
• Three years of purchasing experience or two years in accounting are required.
• Purchasing certificate is desirable.

Responsibilities

• Process invoices to support timely payment.
• Review invoices against purchase orders and agreements.
• Assist with supplier communication and document maintenance.
• Enter requisitions, purchase orders, and contracts into the ERP system.
• Maintain and update purchase order and contract records.
• Provide general administrative support to the Purchasing staff.

Skills

Communication

Interpersonal skills

Office administration

Education

Associate degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

ERP system

Job description

General Description

Irvine 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: www.IRWD.com.

IRWD Values

Irvine 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.

Distinguishing Characteristics

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 Responsibilities

• 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.
• 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 Qualifications

• Education: Equivalent to completion of the twelfth (12) 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 CERTIFICATIONS: Purchasing 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 Demands

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.

Environmental Conditions

Noise 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.

Equal Opportunity Employer

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.

Retirement

Employees Hired On Or After January 1, 2013: The District, in compliance with the California Public Employees' Pension Reform Act of 2012 (PEPRA), implemented a third tier for new employees hired on or after January 1, 2013. New employees hired on or after January 1, 2013 who have not been in PERS membership or in membership with a reciprocal retirement system within 6 months of hire date will receive benefits under the California Public Employees Retirement System at a 2 percent at age 62 formula. This formula gradually increases to a maximum benefits of 2.5 percent at age 67. Final compensation calculations will be based on the highest three-year average of regular recurring pay. The District pays the employer's share of these costs. The employee share of the pension cost of 7.50% is paid in full by the employees hired under this formula.

Employees hired on or after September 29, 2012 or "Classic" PERS members hired on or after January 1, 2013: On September 24, 2012, the IRWD Board of Directors approved the addition of a second tier to the CalPERS retirement benefits. New employees hired on or after September 29th through December 31, 2012, and employees hired on or after January 1, 2013 who have been in PERS membership or in membership with a reciprocal retirement system, will receive benefits under the California Public Employees Retirement System at 2 percent at age 60 formula. This formula gradually increases to a maximum benefit of 2.418% at age 63. The District pays the employer share of these costs and the employee share of the pension cost of 7% is paid in full by the employees hired under this formula. Final retirement compensation calculations are based on the highest three-year average of regular, recurring pay.

IRWD does not participate or pay into Social Security except for the Medicare portion.

Medical Insurance

IRWD contracts with CalPERS for medical insurance coverage. Employees may elect coverage from a variety of PPO and HMO plans. The employee and District contribution for health insurance varies by plan. Coverage is effective the first day of the month following the date of hire.

Dental Insurance

IRWD contracts with Delta Dental for dental coverage. IRWD pays 100% of the premium for dental coverage for eligible employees and their eligible dependents. Coverage is effective the first day of the month following the date of hire.

Vision Insurance

IRWD contracts with the EyeMed for vision coverage. IRWD pays 100% of the premium for vision coverage for eligible employees and their eligible dependents. Coverage is effective the first day of the month following the date of hire.

Life Insurance

Eligible employees are provided with life insurance coverage equal to three or four times their annual salary, depending on their level of compensation. Eligible dependents are also covered for a flat benefit amount. Coverage is effective the first day of the month following the date of hire.

Deferred Compensation

Participation in a deferred compensation plan is available through Empower Retirement. Enrollment is voluntary and contributions are employee-paid and subject to IRS limits. The District matches employee contributions up to 3% of base pay after 1 year of employment.

Paid Vacation

Eligible employees begin accruing vacation benefits at the rate of 80 hours per year for the first 5 years of employment. Employees accrue 120 hours per year after 5 years of employment and 160 hours per year after 10 years of employment.

Paid Holidays

The District offers 10 scheduled paid holidays plus two (2) personal holiday per year.

Sick Leave

Eligible employees accrue 96 hours of sick leave annually.

Flexible Spending Accounts

Eligible employees may elect to participate in the District's Flex Advantage program. This program allows employees to deposit pre-tax dollars into special accounts to be used for a variety of purposes, including paying for qualified miscellaneous health care expenses and dependent care expenses. IRWD contracts with a third party administer to process payments from employee accounts using claim forms or a Flex Spending debit card.

Educational Assistance

The District will share in the pre-approved educational costs of tuition and books for employees who wish to attend college or take certification classes.