Salary: $37.37 - $51.14 Hourly
Location : 3512 Michelson, Irvine, CA
Job Type: Full-Time Regular
Job Number: 01063
Department: Purchasing
Opening Date: 08/19/2026
Closing Date: 9/2/2026 11:59 PM Pacific

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

ADDITIONAL INFORMATION

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.
IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
All applicants are required to complete and submit a District application form online and answer the supplemental questionnaire. Stating "See Resume" is not an acceptable substitute for a completed application. Resumes or faxed copies will not be accepted in lieu of the District online application. To apply, click on the "Apply" link located at the top of this page.
New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time:
Applications will be reviewed by the Human Resources Department and the subject matter expert. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Oral Interview Examination: will assess candidates' experiences, qualifications, and abilities that are crucial for success in this role. During this examination, candidates will have the opportunity to discuss their background, including education, training, and relevant professional experiences. This in-person interview will allow evaluators to assess the candidate's interpersonal communication skills and overall qualifications for the position.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

IRWD offers a comprehensive benefits package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision, and life insurance; and a variety of other benefits. Benefits may vary based on employment status. This benefits overview is intended to be a summary, is not intended to be all-inclusive, and may not be applicable to all employees.

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