Temp - Community Relations Clerk (pt)

Elite Academic Academy

14d•Onsite

About The Position

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.

Requirements

Ability to perform each essential duty satisfactorily.
Graduation from high school.
Three years clerical accounting experience.
State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237).
Proof of a clear TB Tine test dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years.
Knowledge of purchasing practices and procedures.
Knowledge of basic accounting practices, procedures and terminology.
Knowledge of operation of a centralized telephone switchboard.
Knowledge of telephone techniques and etiquette.
Knowledge of modern office practices, procedures and equipment.
Knowledge of oral and written communication skills.
Knowledge of interpersonal skills using tact, patience and courtesy.
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
Knowledge of operation of a computer and assigned software.
Knowledge of record-keeping and report preparation techniques.
Knowledge of mathematical computations.
Ability to type at 35 words per minute from a clear copy.
Ability to perform a variety of technical duties related to the purchasing of services, supplies and equipment.
Ability to prepare, review, verify and process purchasing forms and documents.
Ability to learn and apply established rules, regulations, policies and procedures related to the purchasing function.
Ability to maintain routine records, vendor lists, and catalogs.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain cooperative and effective working relationships with others.
Ability to meet schedules and timelines.
Ability to understand and follow oral and written instructions.
Ability to operate a computer and assigned software.
Ability to maintain records and prepare reports.
Ability to add, subtract, multiply and divide quickly and accurately.
Ability to complete work with many interruptions.

Nice To Haves

Bilingual skills preferred.

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.
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.
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.