Temporary Part-Time Community Relations Clerk
Job Description
Job Title: Temporary Part-Time Community Relations Clerk
Department: Community Relations
Reports To: Director of Community Relations (or designee)
FLSA Classification: Non-Exempt
Classification: Classified
Pay Range: $18-$25 per hour
Work Schedule: Temporary (approximately 4 hours per day)
Location: Onsite Office (Temecula)
Position Summary: The Temporary Part-Time Community Relations Clerk position assists the team in overseeing the clerical and technical duties related to community partner approvals, maintaining supplies, curriculum and equipment. This position assists with keeping track of all products and supplies, ensuring that stock is organized, and assists in the unloading and processing of deliveries, packing and shipping inventory and ensures that company inventory remains balanced, restocks supplies, assists in maintaining inventory records, and provides customer assistance.
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 knowledge, skill, and/or ability required.
● Any combination equivalent to: graduation from high school; and three years clerical accounting experience.
● 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 the Human Resources Manager notifying the immediate supervisor of this clearance.
● Proof of a clear TB Tine test dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Shipping and Inventory Responsibilities:
● Monitors and maintains current inventory levels; processes purchase orders as required; track orders and investigates problems.
● Records purchases, maintains a database, performs physical count of inventory, and reconciles actual stock count to computer-generated reports.
● Receives, and unpack items delivered; re-stocks items as necessary; labels shelves.
● Processes and/or approves invoices for payment.
● Moves and restructures organization of inventory room to make space for new inventory.
● Packs up items for shipping and creates shipping labels.
● Perform routine clerical duties, including data entry, answering telephones, and assisting customers.
● Tracking and updating the database with incoming and outgoing products.
● Loading and unloading deliveries.
● Maintain safety while using equipment and tools.
● Notify the Director (or designee) of replenishment of inventory.
● Perform miscellaneous job-related duties as assigned.
Community Partners Responsibilities:
● Prepare and send out community partner applications to prospective partners.
● Update community partner packet yearly and send a letter that includes any update to all current partners.
● Receives community partner requests and completes the process for approvals; communicates with community partners; tracks process on spreadsheet; and input in database.
● Create an Online Purchasing System (OPS) accounts for all approved and cleared partners, ensuring each community partner descriptions are accurate and complete.
● Answers community partners’ questions and calls regarding payment positively and supportively.
● Assists community partners with electronic invoicing procedures.
● Responds proactively to community partner inquiries and follow up on unpaid invoices in a timely manner.
● Assist as needed, with a variety of technical duties related to the purchasing of services, supplies and equipment; assure purchasing activities comply with established guidelines and regulations.
● Assist as needed, with Inputting purchase order information into an assigned computer system including delivery address, discounts, account coding, purchase amounts, product quantity and other required data; generate purchase orders and submit for approval as necessary; and maintain automated records as appropriate.
● Assist with preparing and maintaining a variety of records and reports related to purchase orders, expenditures and assigned activities; and maintain and update vendor catalogues and files.
● Assist as needed, with initiating and receiving phone calls concerning various purchasing functions; and respond to inquiries and provide information concerning purchase orders, on-line requisitions and the procurement of equipment, supplies and materials.
● Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.
● Assist with preparing a variety of correspondence related to the business services function including memoranda, bulletins and cancellation notices.
● Attend a variety of assigned meetings.
Other Duties:
● Assist with documenting and reporting to PACS management all formal disciplinary actions involving students and staff; addressing and resolving complaints from students, parents, and staff in a timely manner; and ensuring compliance with the PACS Uniform
Complaint Policy, the PACS Uniform Technology Policy, and the provisions of California
Penal Code Section 11166 (Child Abuse and Neglect Reporting Act).
● Attend off-site enrollment events to represent programs and support families with the enrollment process, times may vary.
● Perform other duties as assigned.
Knowledge and Abilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge of:
● Purchasing practices and procedures.
● Basic accounting practices, procedures and terminology.
● Operation of a centralized telephone switchboard.
● Telephone techniques and etiquette.
● Modern office practices, procedures and equipment.
● Oral and written communication skills.
● Interpersonal skills using tact, patience and courtesy.
● Correct English usage, grammar, spelling, punctuation and vocabulary.
● Operation of a computer and assigned software.
● Record-keeping and report preparation techniques.
- Mathematical computations.
Ability to:
● Type at 35 words per minute from a clear copy.
● Perform a variety of technical duties related to the purchasing of services, supplies and equipment.
● Prepare, review, verify and process purchasing forms and documents.
● Learn and apply established rules, regulations, policies and procedures related to the purchasing function.
● Maintain routine records, vendor lists, and catalogs.
● Communicate effectively both orally and in writing.
● Establish and maintain cooperative and effective working relationships with others.
● Meet schedules and timelines.
● Understand and follow oral and written instructions.
● Operate a computer and assigned software.
● Maintain records and prepare reports.
● Add, subtract, multiply and divide quickly and accurately.
● Complete work with many interruptions.
EDUCATION AND EXPERIENCE:
● Any combination equivalent to: graduation from high school; and three years clerical accounting experience.
● Bilingual skills preferred.
Physical 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.
● Hearing and speaking to exchange information in person or on the telephone.
● Dexterity of hands and fingers to operate a computer keyboard.
● Operates a computer and other office productivity machinery.
● Seeing to read a variety of materials.
● Bending at the waist, kneeling or crouching.
● Sitting or standing for extended periods of time.
● Lifting objects up to 50 pounds.
● Close vision and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
● Office environment.
● Noise level is generally moderate.
● Work conducted in a public setting.
● Indoor in varying temperature.
● Employee must have available transportation and be able to drive up to 100 miles in a day.
Job Types: Part-time, Temporary
Pay: $18.00 - $25.00 per hour
Expected hours: 20 – 40 per week
Experience level:
Weekly day range:
Work setting:
Education:
- High school or equivalent (Required)
Experience:
- Warehouse: 1 year (Preferred)
Ability to Commute:
- Temecula, CA 92590 (Required)
Work Location: In person