What are the responsibilities and job description for the Purchasing & AP Specialist position at ELMBROOK CHURCH?
Elmbrook's vision is to help people become Rooted in Jesus Christ and Released to His mission in our homes, communities, and world. The Purchasing and AP Specialist has primary responsibility for processing, maintaining, executing and recording purchase orders for Elmbrook Church staff and volunteers. This position also maintains and reconciles the credit card and other direct billing accounts. This role also is responsible for the task associated with processing payment to vendors.
Major Responsibilities
- Develop and maintain vendor relationships
- Communicate an understanding of purchasing and accounts payable procedures to Elmbrook staff and volunteers
- Handle all purchase orders including obtaining requisite approvals, completing cost research, and placing appropriate orders with vendors
- Ability to resolve issues, discrepancies, and conflicts with providers and vendors
- Handle online purchases, utilizing the church’s credit cards and terms account.
- Manage Elmbrook Church purchasing accounts for organizations like Sams Club, Walmart, Home Depot, etc
- Request and maintain file for Certificates of Insurance.
- Review annually Elmbrook’s certificates of liability.
- Reconcile and process the monthly payment for the credit card bill.
- Assemble all invoices and other documentation for payment
- Request and maintain file for W9’s
- Recruit and develop fully engaged volunteers in the finance department
- Assist in other areas of the Finance Department, as needed.
- Participate in regular finance team and all staff meetings as scheduled
- Ensure new contracts with Elmbrook are signed and processed with oversight from the Executive Pastor of Operations
- Demonstrate a vibrant growing relationship with Jesus Christ
- Active participant or member of Elmbrook Church who supports and endorses the Elmbrook statement of faith, vision and core values.
- Ability to create a positive atmosphere in the workplace
- Desire to grow, seek relationships, resources and training to assist in the continuation of personal and professional growth
- Desire to build positive and healthy relationships with staff, volunteers, congregants and vendors
- Display proactivity in anticipating and discerning needs of the staff
- Display creativity in problem solving and thinking outside the box
- Possess basic computer systems and software knowledge.
- Possess strong organizational and project management skills and ability to effectively prioritize and execute tasks.
- Possess strong communication skills, verbal and written - ability to listen well and communicate effectively with other staff members and vendors
- Possess high ethical standards and confidentiality
- Possess previous purchasing/bookkeeping experience
Employment Information
This position is part-time, hourly and classified as non-exempt
28 hours/week
Salary – dependent on experience, skills & education
Benefits Package
Paid Time Off (PTO) – Part-time employees who are scheduled to work more than 10 hours per week are eligible to earn PTO. PTO is accrued on a calendar year basis. Refer to the Staff Handbook for specific details.
403b – Employees are eligible to participate in the 403b pension plan if they are scheduled to work 20 or more hours per week. Entry dates for the 403b plan is the first of the month following date of hire. On an employee’s first anniversary, Elmbrook will match up to 3%.
Holidays – Part time employees who are scheduled to work more than 10 hours per week are eligible for holiday pay if the holiday falls on their normal scheduled workday. Refer to the Staff Handbook for specific details.
Reporting Structure
The Purchasing & AP Specialist will be accountable and report directly to the Executive Pastor of Operations of Elmbrook Church.