Purchasing Coordinator

Irvine Ranch Water District is currently accepting applications for one (1) Purchasing Coordinator position in the Purchasing Department.

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:

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.

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.

• 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…