Purchasing Agent

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:

1. Purchase Orders
2. Record Keeping
3. Reporting
4. Resource Allocation / Cost Analysis
5. Sunday Morning / Service Operations (Dream Team)
6. Care and Connection

• 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.
      1. 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.

• 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