Purchasing Agent / Bookkeeper

Job Description

Job Description

Salary :

Position Title : Purchasing Agent / Bookkeeper

Reports To : Chief Administrative Officer

Position Held By : TBD

Hours Per Week : 35 Hours plus services (35 Tuesday-Sat, 5 Sun)

Summary of Position :

The purchasing Agent / Bookkeeper is responsible to provide oversight to Faith Family Church’s purchasing and bookkeeping needs.

The Purchasing Agent / Bookkeeper will be responsible for procurement of goods and services as well as ensuring cost-effective purchases and consistent delivery of quality goods and services.

The Purchasing Agent / Bookkeeper will uphold and follow the purchase order process set forth by FFC, as well as maintain accurate records of all transactions in Quickbooks.

Areas of Responsibility :

• Purchase Orders
• Record Keeping
• Reporting
• Resource Allocation / Cost Analysis
• Sunday Morning / Service Operations (Dream Team)
• Care and Connection

Duties and Responsibilities :

• Purchase Orders
• Process Purchase Orders for all FFC Directors and Coordinators
• Directors and Coordinators can only submit POs for their respective areas of oversight
• Enforce the purchase order policy approval process
• Only properly approved POs are ready for purchase
• Maintain a declining balance sheet for each line item
• Ensure funds are available according to allotted budgets and declining balance spreadsheet totals
• Each Event is required to have a budget which must be approved by the CAO
• POs are also required for event purchases
• Record Keeping
• Maintain Quickbooks daily
• Properly categorize all transactions into appropriate line items
• Split transactions that are shared by more than one line item / campus
• Properly account for online and cash giving
• Properly account for paid online registrations
• Create Annual Budgets in Quickbooks under the direction and approval of the CAO
• Maintain records of all properly approved POs with receipts attached for each available line item
• Reporting
• Provide a monthly report to each Lead Team person for all areas of their respective oversight
• Provide a Quickbooks financial report to the CAO and Lead Pastor on the first Tuesday after the previous month’s end
• Respond to inquiries in a timely manner using approved channels of communication
• Resource Allocation / Cost Analysis
• Ensure all procured resources are applicable to the needs of the church
• Inspect and report excess purchasing practices
• Properly reallocate any resources that can be utilized by other ministries of the church
• Research recurring costs / purchases
• Ensure we are getting the best price possible using buying power where applicable
• Inform the appropriate teams when a cost savings is discovered
• Sunday Morning / Service Operations
• Provide visionary leadership to the following Sunday AM teams :
• Offering Team
• Schedules
• Responsible for ensuring that all team members under your oversight are on a monthly schedule, serving regularly, and fulfilling their God-given potential.
• All teams are following the meetings guidelines adopted in 2022
• Communication
• Responsible for communicating weekly with your team leaders under your oversight and that your team leaders are communicating weekly with their teams.
• Follow communications strategies adopted in 2022
• All Team messaging goes through the Church Center app
• Care & Connection
• Weekly Care : Responsible for spending 2-4 hours a week caring for and connecting with the people of FFC through phone calls, meetings, and emails.
• Crisis Care : Responsible for responding to any team member under your oversight that is facing a crisis care situation such as a death in the family, funeral, hospitalization, or offense
• Small Group
• Enthusiastically lead a small group in each of the 3 small group semesters.
• Help recruit and launch 5 small groups in the Spring / Fall semester.
• Dream Team
• Connection : Responsible for assisting new Dream Team members under your oversight find their place within the Dream Team culture.
• Fellowships / Training : Ensure that all teams under your oversight are having 2 fellowships per year and 2 pieces of training per year. (once per quarter)
• Leaders : Responsible for ensuring all teams are being led by an approved leader.
• Schedules : Responsible for ensuring that all team members under your oversight are on a monthly schedule, serving regularly, and fulfilling their God-given potential.
• Communication : Responsible for communicating weekly with your team leaders under your oversight and that your team leaders are communicating weekly with their teams.

Keys to Success : How can I succeed in this position?

• Have the required knowledge :
• Proficient with Google Office Suite, Quickbooks, and Monday.com
• Know and understand the culture and strategy of FFC.
• Weekend Services
• Next Steps
• Small Groups
• Dream Team
• Have the required skills :
• Strong leadership skills
• Exceptional interpersonal, verbal, written and organizational skills
• Projects a professional and confident image, able to handle a stressful pace
• Ability to handle confidential information
• Strong computer skills
• Ability to manage details
• Strong administrative abilities
• Excellence in planning and organization
• Ability to independently manage time based on job priorities - self-starter
• Ability to work well in a multi-task environment
• Steady, positive attitude, people-oriented, team player, customer service-minded
• Editing and proofreading ability
• Detail-oriented, creative, ability to learn new software applications
• Willingness to work after hours or on weekends when needed
• Strong work ethic, commitment to excellence
• Ability to lead and oversee teams
• Solid team player
• Have the required disciplines :

Dedication to a daily quiet time

• Tithe according to Biblical principles
• Attend church weekly
• Passion to learn and grow professionally
• Service-oriented
• High level of responsibility for your work
• Commitment to a life of excellence in planning and time management
• Commitment to a life of continued personal development
• Commitment to build life-giving relationships with others
30+ days ago