Job Title: Business Services Assistant III
Department: Business Services Department
Reports To: Business Services Coordinator
FLSA Status: Non-Exempt

Summary: The Business Services Assistant III has the responsibility of completing various ordering policies and procedures related to the approval and processing of purchase orders, obtaining and updating specific vendor’s quotes for services or curriculum products, monitoring and tracking school-wide orders by disapproving item(s) that don’t meet the educational spending guidelines, contacting vendors for product returns, orders not received, canceling orders. Processing invoices received to Accounts Payable and working to resolve any invoice/PO issue. Process Small Group Instructor and ES tutor’s PO/timesheets for payroll and submit employee reimbursements to Accounts Payable. Manage the reconciliation of student’s educational funding in the Online Purchase System (OPS) and OML class deductions set-up in the school’s database School Pathways (SIS). Maintain the tracking of vendor agreements, documents, and updating purchase order instructions in OPS. Under general supervision, performs a wide variety of tasks.

Business Services Assistant III job duties include the following. Other duties may be assigned.

• Effectively communicate with Executive Director, Department Coordinator, Administrative and Classified staff, Education Specialists, Vendors, Accounts Payable to resolve student purchase order inquiries.
• Follow the policies and procedures in the Vendor Purchase Order Manual, Criteria for Spending General Education Funding Policy and Procedures.
• Create, process, and cancel general funded purchase order(s) to vendors aligned to the contracted services and/or products.
• Create, process, cancel Amazon school supply purchase orders. Monitor and respond to Education Specialists and Parents for how to use the school’s non purchasing school supply lists.
• Update the school’s Amazon Customized School/Art Supply lists to align with the criteria for spending general education funds.
• Provide and update Amazon/OPS Punchout training documents for Education Specialists and Parents.
• Assist IT Coordinator with reviewing digital download product items to ensure school is purchasing software compatible with the school issued computer device.
• Confirming curriculum inventory at Resource Centers for specific materials before processing new purchase orders submitted by Education Specialists.
• Contact vendors in case of delay in delivery of orders, receipt of damaged or incorrect quantity of product ordered and arrange for returns and/or replacements.
• Monitor the cancellation of backordered items on a purchase order.

Communicating with Education Specialists (ES) in making sure all student’s orders are received in OPS within 10-14 business days for Accounts Payable to pay vendor invoice(s). Disapproving item(s) on a purchase order that does not meet spending and sectarian guidelines.

• Maintaining a filing system for purchase orders, invoices, and vendor documents; and updating appropriate vendor records and purchasing instructions in OPS when required.
• Process vendor invoices received for payment to accounts payable, and resolving any PO/invoice issues within the 30 day net terms.
• Process monthly SGI and ES employee PO timesheets and approve timesheets in the Payroll/Accounting system.
• Provide employee reimbursement forms and receipts to Accounts Payable for payment.
• Reconcile the Education Specialist’s general funding accounts in OPS for budget anomalies and/or student district transfers in the online purchasing system (OPS)
• Complete manual Education Units (EUs) for course drop fees, Canvas class fee, Student Material UPS shipping fees, and Verizon jetpack monthly data rate fees.
• Inputting data into the purchasing system and updating vendor’s purchasing contract information and ES instructions.
• Assist Education Specialists and parents with student inventory information in the Online Purchasing System (OPS), Atriuum Library System, and/or BookTracks equipment tracking system.
• Provide Education Specialist, Parent, Student Records, notification for returning school property upon graduation and/or dis-enrollment.
• Provide Education Specialist, Parent, Student Records, notification for holding specific records until the school is reimburse for the missing, damaged, or stolen school owned property.
• Monitor and track missing inventory material’s payment(s) received in order to release student records and/or diploma holds.

Job Type: Full-time

Pay: $18.35 - $20.65 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Waterford, CA: Relocate before starting work (Preferred)

Work Location: In person