Christmas Bureau Purchasing Coordinator

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.

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.

• Coordinate toy purchases for the Christmas Bureau (CB).
• Communicate with established toy vendors and work collaboratively with CB toy volunteers to select age-specific toys/gifts.
• Keep detailed records of all toy purchases and coordinate check requests with CCEW finance department for toy orders.
• Curate relationships with new vendors for toys/gifts.
• Set age-specific targets for toys/gifts; working with CB toy volunteers.
• Manage inventory of toys/gifts for Christmas Bureau.
• Track purchase orders, invoicing, shipping and delivery of all toy orders.
• Coordinate as shipments arrive with DeVries for receiving and tracking inventory.
• Working with CB Coordinator: coordinate toy delivery at Fairgrounds.
• Working with CB Volunteer Coordinator:
  Schedule CB toy volunteers for inventory during pre and post event.
• Assist in processing Christmas Bureau voucher payments to participating stores.
• Assist other Christmas Bureau staff and volunteers as needed.
• Assist the Christmas Bureau Coordinator with all aspects of executing the annual event.
• Assist Community Relations team with mailings, event support, correspondence, and outreach to volunteers and donors.
• Communicate via phone, email, and social media with clients, vendors, volunteers, and staff.
• Be able to ask thorough questions and problem-solve on behalf of the program and clients.
• Must be able to review database information with great attention to detail.
• Complete check requests for Community Relations department expenses.
• Must be able to lift up to 25lbs and physically transport packages.
• 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).
• Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by the supervisor.
• Will be willing to complete other duties as assigned.
• 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.
• Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
• Performs as a team member to ensure that productivity outcome measures are achieved.
• Performs related functions necessary to support the mission and core values of Catholic Charities.

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…