Christmas Bureau Purchasing Coordinator

Job Description

Job Description

CCEW Mission
Feed the hungry, heal the hurting, welcome the stranger. 

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position is responsible for assisting the Community Relations Director in the management of the Christmas Bureau. The Christmas Bureau is a holiday assistance program providing grocery gift certificates, books, and toys to families in need. With a budget of over $600,000, the program serves 8,000 to 10,000 families each December. The program is coordinated by Catholic Charities, Volunteers of America, and The Spokesman-Review; with Catholic Charities providing the overall administration and financial management.

Job duties are to be completed on a part-time basis throughout the year (approximately 20-23 hours a week, Monday-Saturday, with additional hours in Nov/Dec to help host the event.. Must be available to work daily (except Sunday) at the Spokane County Fair and Expo Center  when the event is open to the public in mid December.

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job. 

1. Coordinate toy purchases for the Christmas Bureau (CB).
   1. Communicate with established toy vendors and work collaboratively with CB toy volunteers to select age-specific toys/gifts.
   2. Keep detailed records of all toy purchases and coordinate check requests with CCEW finance department for toy orders.
   3. Curate relationships with new vendors for toys/gifts.
   4. Set age-specific targets for toys/gifts; working with CB toy volunteers.
2. Manage inventory of toys/gifts for Christmas Bureau.
   1. Track purchase orders, invoicing, shipping and delivery of all toy orders.
   2. Coordinate as shipments arrive with DeVries for receiving and tracking inventory.
   3. Working with CB Coordinator: coordinate toy delivery at Fairgrounds.
   4. Working with CB Volunteer Coordinator: Schedule CB toy volunteers for inventory during pre and post event.
3. Assist in processing Christmas Bureau voucher payments to participating stores.
4. Assist other Christmas Bureau staff and volunteers as needed.
5. Assist the Christmas Bureau Coordinator with all aspects of executing the annual event.
6. Assist Community Relations team with mailings, event support, correspondence, and outreach to volunteers and donors.
7. Communicate via phone, email, and social media with clients, vendors, volunteers, and staff.
8. Be able to ask thorough questions and problem-solve on behalf of the program and clients.
9. Must be able to review database information with great attention to detail.
10. Complete check requests for Community Relations department expenses.
11. Must be able to lift up to 25lbs and physically transport packages.
12. Use appropriate administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client-protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
13. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by the supervisor.
14. Will be willing to complete other duties as assigned.
15. As a mandated reporter, follows all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.
16. Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
17. Performs as a team member to ensure that productivity outcome measures are achieved.
18. Performs related functions necessary to support the mission and core values of Catholic Charities.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below.  These qualifications are representative of the knowledge, skill, and/or ability required to perform this job. 

Education/Experience:   to perform this job successfully, an individual must have a bachelor’s degree or, an equivalent combination of education and experience.  A minimum of two (2) years of work experience with bookkeeping, purchasing, or related administrative assistance.

Certificates/Licenses: To perform this job successfully, an individual must have a valid Driver’s License and ability to drive for work use. Successfully pass a background check as required for the position.

Physical Abilities: To perform this job successfully, an individual must be able to:

• Regularly sit, stand, climb, walk, hear/listen, talk
• Frequently  lift up to 25 pounds, pull/push, carry, grasp, reach
• Occasionally crawl, stoop, kneel 
• Clearly see 20+ feet, with or without corrective lenses and differentiate between colors (no color blindness), ability to focus

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability : ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance : ability to consistently arrive and be able to work as scheduled.
• Computer/Technical Ability :  working knowledge of: Word Processing software ,  Spreadsheet software ,  Internet software, Database software. (Specifically  Microsoft 365 and preferably Salesforce)
• Dependability : ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills, and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. 
• Judgment:   ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability: ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Ability:  ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Motor Coordination : the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability : ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of a similar nature.
• Quality Management : ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others;  ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
• Reasoning Ability :  ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.
• Supervisory Skills:  this job has no direct supervisory responsibilities.

Workplace Environmental Conditions

While performing the essential duties/responsibilities of this job, the employee will be:

• Noise Conditions: exposed during a shift to constant or intermittent sounds at quiet to moderate levels of sound dependent upon daily activities.
• Exposure to extreme weather conditions: Exposure to snowy and slippery conditions and cold temperatures while entering/exiting the event facility and delivering/transporting supplies.
• Exposure to Trauma : Employees of Catholic Charities Eastern Washington provide direct services to vulnerable community members including those who have behavioral health challenges and those who have been exposed to trauma.