Christmas Bureau Purchasing Coordinator

About the Role

CCEW’s mission is to “feed the hungry, heal the hurting, welcome the stranger.” This position assists the Community Relations Director in managing the Christmas Bureau, a holiday assistance program that provides grocery gift certificates, books, and toys to families in need. With a budget of over $600,000, the program serves 8,000‑10,000 families each December and is coordinated by Catholic Charities, Volunteers of America, and The Spokesman‑Review.

Responsibilities

• Coordinate toy purchases for the Christmas Bureau, communicating with vendors and collaborating with toy volunteers to select age‑specific gifts.
• Maintain detailed records of toy purchases and coordinate check requests with the finance department.
• Develop relationships with new toy/gift vendors and set age‑specific targets.
• Manage inventory of toys/gifts, tracking purchase orders, invoicing, shipping, and delivery.
• Coordinate receipt of shipments with DeVries and track inventory.
• Work with the Christmas Bureau Coordinator to deliver toys at the Fairgrounds.
• Schedule toy volunteers for inventory tasks before and after the event.
• Assist in processing voucher payments to participating stores.
• Support other Christmas Bureau staff and volunteers as needed.
• Assist the Christmas Bureau Coordinator with all aspects of executing the annual event.
• Provide mailings, event support, correspondence, and outreach to volunteers and donors for the Community Relations team.
• Communicate via phone, email, and social media with clients, vendors, volunteers, and staff; ask thorough questions and problem‑solve on behalf of the program and clients.
• Review database information with great attention to detail and complete check requests for department expenses.
• Lift up to 25 lb and physically transport packages.
• Apply administrative, physical, and technical safeguards to protect client‑protected health information (PHI) in compliance with HIPAA.
• Utilize all forms of communication and database practices as directed by the supervisor.
• Perform other duties as assigned and act as a mandated reporter in accordance with agency policies.
• Adhere to Catholic Social Teaching, Catholic Doctrine, and the mission and core values of Catholic Charities.

Qualifications

• Education/Experience: Bachelor’s degree or equivalent combination of education and experience; minimum two (2) years of work experience in bookkeeping, purchasing, or related administrative assistance.
• Certificates/Licenses: Valid driver’s license and ability to drive for work use; successful background check.
• Physical Abilities: Ability to sit, stand, climb, walk, hear, talk; frequently lift up to 25 lb, pull/push, carry, grasp, reach; occasionally crawl, stoop, kneel; see 20+ ft (with or without corrective lenses) and differentiate colors.
• Mental & Other Skills/Abilities:
  • Adaptability to changes, delays, and competing demands.
  • Analytical ability to maintain focus, conduct research, synthesize information, and use intuition.
  • Dependability in following written and verbal instructions and meeting deadlines.
  • Interpersonal skills with excellent customer service and cultural sensitivity.
  • Judgment to make prudent, timely decisions and explain reasoning.
  • Language ability to read, write, and present business documents and respond to groups.
  • Mathematical ability to perform basic calculations, rates, ratios, percentages, and interpret graphs.
  • Motor coordination for precise hand‑eye movements.
  • Problem‑solving ability to anticipate issues, generate alternatives, and apply past learning.
  • Quality‑management focus to complete duties with at least 95 % accuracy and incorporate feedback.
  • Reasoning ability to follow written, oral, or diagram instructions and handle concrete variables.
  • No direct supervisory responsibilities.
• Computer/Technical Ability: Proficiency with word processing, spreadsheet, internet, and database software (Microsoft 365; preferably Salesforce).

Schedule

Part‑time position, approximately 20‑23 hours per week, Monday‑Saturday. Additional hours are required in November and December to support the event. Must be available daily (except Sunday) at the Spokane County Fair and Expo Center when the event is open to the public in mid‑December.

Workplace Environment

• Noise: Exposure to constant or intermittent sounds at quiet to moderate levels, depending on daily activities.
• Extreme weather: Exposure to snowy, slippery conditions and cold temperatures while entering/exiting the event facility and transporting supplies.
• Exposure to trauma: Direct service to vulnerable community members, including individuals with behavioral health challenges and those who have experienced trauma.