Purchasing Coordinator

Irvine Ranch Water District; Irvine (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Irvine Ranch Water District is seeking a Purchasing Coordinator to support the Purchasing Department with invoice processing, supplier maintenance, and PO follow-up. The role involves administering purchase orders, contract documents, and ERP data entry, while ensuring compliance and timely communications with vendors.

Ideal candidates have 3 years in purchasing or 2 in accounting, plus an associates degree or higher; MS Word/Excel and ERP experience are valued. Equal opportunity employer.

Qualifications

• Equivalent to completion of the 12th grade; associate degree highly desirable.
• Three years of purchasing experience or two years in an accounting environment.
• Purchasing certificate highly desirable.
• Proficiency with Microsoft Word and Excel; ERP system familiarity.

Responsibilities

• Obtain invoice coding and approvals to support timely processing.
• Review, validate, and process invoices against PO and contracts.
• Enter requisitions, POs, and contracts into the District ERP system.
• Distribute POs and contract documents to suppliers and manage back orders.
• Serve as receptionist for the Purchasing Department and maintain files.
• Coordinate office supplies and supplier correspondence; ensure DIR compliance.

Skills

Communication

Analytical thinking

ERP systems

Education

High School Diploma

Associate’s degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

ERP system

Job 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

• Obtain 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.

Education 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 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.