Find & Apply For Purchasing Assistant Jobs in Irvine, California

Business Services Clerk - Purchasing Excel Academy Charter School - 4.0 Irvine, CA Job Details Full-time $21.28 - $32.19 an hour 22 hours ago Benefits Health savings account Health insurance Dental insurance Flexible spending account Paid time off 401(k) 7% Match Vision insurance 401(k) matching Life insurance Qualifications Bilingual Teamwork High school diploma or GED Bachelor's degree Training & development Full Job Description

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APPLY AND BE CONSIDERED FOR THIS POSITION YOU MUST APPLY ON EDJOIN. PLEASE LOG IN TO EDJOIN AND CREATE AN ACCOUNT IF YOU DO NOT HAVE ONE AND COMPLETE THE APPLICATION IN EDJOIN. THE LINK BELOW WILL TAKE YOU TO OUR EDJOIN POSTING. MUST RESIDE IN SOUTHERN CALIFORNIA

https://www.edjoin.org/Home/JobPosting/2284050

Reports To:

Chief Business Officer FLSA Status:

Non-Exempt School Classification :

Classified Pay Range:

Classified Salary Schedule Work Schedule:

12 months

Location:

Remote Office

POSITION SUMMARY

The Business Services Clerk, under the direction of the Purchasing Specialist will be responsible for reviewing, approving and processing requests within delegated authority, ensuring each request is accurate, complete, compliant with applicable policies and procedures, and aligned with instructional funding guidelines. The Business Services Clerk will monitor purchasing-system alerts and inquiries, track order activity and maintain excellent Content and Community Provider relations. The Business Services Clerk provides timely support and guidance related to purchasing and instructional funding inquiries and escalating complex issues to the Purchasing Specialist . This role will also support any requests submitted through the requisition form, ensuring all requests are accurate, compliant, and aligned with Excel Academy financial policies and procedures . The position supports purchasing workflows and related follow up to ensure timely and appropriate processing. The Business Services Clerk will keep the school's mission, vision, and values at the forefront of their efforts. In person expectations for training and staff meetings. Our office is located in Irvine.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the certifications, knowledge, skill, and/or ability required. High School Diploma, Bachelor's degree in Finance, Accounting or Economics preferred Two (2) years of related experience preferred Bilingual skills (preferred)

State/Federal Requirements:

• State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and Human Resources notifying the immediate supervisor of this clearance.
• Proof of a clear TB test dated within the last 60 days (Ed.

Code 49406) upon employment and thereafter updated every four years.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Purchase Order Processing and Compliance:

• Review and process material purchase orders ensuring they comply with all applicable Excel Academy policies and procedures, verifying accuracy, completeness, and adherence to budgetary guidelines.
• Process purchase requests submitted through requisition forms as assigned by the Purchasing Specialist , by reviewing for completeness, accuracy, and compliance, including verifying Providers are properly established in the purchasing system and required quotes are attached.

Create purchase orders, place orders with approved Providers, and track order status through completion.

Refer complex, high-value, or time-sensitive requests to the Lead Purchasing Technician.

• Monitor and resolve routine purchase order alerts and system notifications to address discrepancies and ensure timely processing, and escalate complex or unresolved issues to the Purchasing Specialist
• Prepare cancellation requests for the Purchasing Specialists approval in accordance with established procedures, communicating promptly with Providers and relevant staff.

When orders have shipped, work with Providers and Teachers of Record, under the Purchasing Specialist's direction to coordinate appropriate return procedures, particularly for high value or high volume purchases, to protect instructional funds and maintain fiscal responsibility.

Subscription Management:

• Maintain clear and consistent communication regarding order status, shipment tracking, return logistics, and refunds as applicable. Ensure all follow up actions are completed and properly documented to minimize financial loss and uphold responsible stewardship of instructional resources.
• Coordinate with the Office Manager to determine the appropriate handling of items not returned to the vendor, including adding materials to office inventory when applicable. Support communication to staff regarding availability to maximize resource utilization and reduce waste.
• Assist the Content and Community Provider Specialist with processing VCI purchase orders, as needed, to support timely processing during high-volume periods or other operational needs.
• Support the management of school-wide subscriptions, including preparing renewals and cancellations for the Purchasing Specialist's approval , and ensuring access for authorized personnel.
• Support the Education team with the set-up and monthly upkeep of subscriptions, maintaining accurate records and troubleshooting any access issues, escalating unresolved issues to thePurchasing Specialist Assist teachers with subscriptions, providing guidance on access, usage, and troubleshooting.
• Manage user accounts in subscription services, adding, removing, and updating user information as needed.

System and Policy Support:

• Help maintain the requisition form by recommending updates to the Purchasing Specialist ensuring it is up-to-date, user-friendly, and meets the needs of the school.
• Assist parents with OPS (Online Purchasing System) inquiries and troubleshooting by providing clear instructions and technical support; escalate unresolved issues to the Purchasing Specialist. Assist the Purchasing Specialist and Business Services Manager in maintaining and updating purchasing guidelines, ensuring policies are clear, comprehensive, and compliant with best practices.
• Stay current on purchasing policies and procedures, and flag potential issues or needed changes to the Purchasing Specialist
• Identify and suggest new methods and systems to improve efficiency within the purchasing department, streamlining processes and enhancing productivity.

General Support and Communication:

• Serve as the first point of contact for routine Business Services purchasing inquiries, providing professional and timely assistance to staff, teachers, Providers, and families, and escalate complex inquiries to the Purchasing Specialist or Business Services Manager.
• Monitor and respond to purchasing related email accounts and inquiries as assigned, ensuring prompt responses, appropriate follow up and accurate routing of complex matters.
• Provide operational support to the Business Services Department as needed to maintain continuity of operations and ensure timely completion of departmental responsibilities.
• Support Content and Community (CCP) relations,including Provider renewals and other projects as needed, supporting the overall CCP management process.
• Address inquiries related to instructional fund balances for late registered students and escalate discrepancies to the as appropriate.

Assist the Purchasing Specialist in providing training and guidance to administrative staff, education teams, and new teachers on purchasing procedures and compliance requirements to ensure consistent understanding and application of established guidelines across the organization.

• Maintain prompt, clear, and professional communication with the Purchasing Specialist and the Business Services department to facilitate smooth workflow and collaboration.
• Follow work assignment and priorities set by the Purchasing Specialistn, and provide backup coverage for purchasing tasks when the Lead is unavailable.

OTHER DUTIES

Any and all other duties assigned by the supervisor including but not limited to: Document and report to the school's management all formal disciplinary actions involving students; supporting management with addressing and resolving complaints from students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)

• Respond to all school related written correspondence, phone calls, voicemails, and emails within 1 business day
• Represent the school at community events
• Attend professional development

ABILITIES

• Complies with all Excel Academy Policies and Procedures as outlined in Employee Handbook and all other formal Excel Academy Policy and Procedure documents
• Travel as required
• Ability to work overtime as assigned if applicable
• Proficient in utilizing information databases such as Google, Microsoft Office applications, OPS and a variety of web-based applications.

PHYSICAL AND ENVIRONMENTAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting or standing for extended periods of time
• Lifting objects up to 50 pounds with or without assistance
• Noise level is generally moderate
• Meetings conducted in public and private settings
• Indoor and outdoor in varying temperatures
• Employee must have available transportation and be able to drive up to 100 miles in a day

Job Type:

Full-time Pay:

$21.28 - $32.19 per hour Expected hours: 40.0 per week

Benefits:

401(k) 7% Match Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance Application Question(s): How many years of experience do you have in purchasing, accounts payable, procurement, or a similar administrative or business services role? Have you worked in a school, charter school, or public-sector setting? What is your highest level of education? (A bachelor's in Finance, Accounting, or Economics is preferred, not required.) Have you used an online purchasing system (similar to OPS) or a vendor/requisition management platform? Which ones? Describe your experience verifying vendor setup, obtaining quotes, and checking purchases against a budget.

Work Location:

Hybrid remote in Irvine, CA 92618