Purchasing and Inventory Control Clerk

SUMMARY

The Purchasing and Inventory Control Clerk is a vital member of the church staff, responsible for managing all procurement and receiving activities; maintaining and overseeing inventory levels; accurately tracking church assets; and ensuring the efficient organization and storage of supplies.  This role supports the church’s mission by ensuring all departments have the necessary materials to carry out their ministries, events, and daily functions in a cost-effective manner

The clerk will also safeguard the church’s physical assets by implementing proper tracking and maintenance procedures, reducing waste, preventing loss, and promoting responsible usage.  This position requires strong organizational skills, attention to detail, and a proactive approach to managing resources critical to the seamless operation and spiritual mission of the church.

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Manage and coordinate all procurement activities, including sourcing, purchasing, and negotiating with vendors to obtain quality supplies and services at competitive prices.
• Maintain comprehensive and accurate inventory records for supplies, materials, and church assets, updating records regularly to reflect current stock levels and asset status.
• Monitor inventory levels continuously, identify needs in advance, and reorder supplies proactively to avoid shortages or interruptions in church operations.
• Receive, inspect, and document incoming shipments, ensuring all items meet quality standards and match purchase orders.
• Provides the Accounting Department with accurate and complete records of all items received, ensuring timely and proper processing of invoices.
• Organize and store inventory and church assets systematically, ensuring secure, clean, and accessible storage environments.
• Electronically track, manage, and maintain detailed records of all church assets, equipment, furniture, and property, including purchase details, location, maintenance history, and disposal dates.
• Conduct regular physical inventory counts and reconcile discrepancies with recorded data, investigating and resolving issues promptly.
• Implement and oversee procedures to prevent loss or misuse of inventory and assets.
• Collaborate with staff members and vendors to fulfill procurement requests efficiently, ensuring timely delivery and cost management.
• Process purchases orders, invoices, and receipts accurately, ensuring all documentation complies with church policies and accounting standards.
• Assist in preparing budgets related to purchasing, inventory, and asset management, providing reports and recommendations for cost savings and efficiency improvements.
• Promote awareness and compliance with inventory and asset management policies among staff and volunteers.
• Maintain a safe, organized, and secure storage environment for all inventory and church assets, adhering to safety regulations.
• Support church-wide events and ministries by providing necessary supplies and ensuring proper resource management.
• Perform other related duties as assigned by church leadership to support the effective operation of the church.
• Assists in performing clerical duties, as needed, with minimal directions; may provide support for other departments as needed.
• Ensures supervisor and Director of Operations are apprised of significant developments and situations, exercising good judgment, and ensuring confidentiality.
• Professionally communicates and interacts with staff members, management team, volunteers, and diocesan officials.
• Prepares reports by collecting information and data.
• Attends required meetings and gatherings.
• Contributes to team effort by accomplishing related results as needed.
• Continually monitors timeliness to achieve completion of all jobs.
• Performs all other duties as assigned by leadership. 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

• High school diploma or equivalent
• Three (3) or more years of previous experience in purchasing, inventory control, asset management, or a related administrative role, preferred.
• Proficiency in office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar programs.
• Familiarity with database management, particularly asset tracking applications, preferred.

OTHER SKILLS and ABILITIES

• Strong organizational skills, attention to detail, and accuracy in record-keeping.
• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
• Ability to effectively communicate and collaborate with staff, vendors, and volunteers.
• Prior experience working in a church, nonprofit, or similar community-focused organization is a plus.
• Confidentiality is essential.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed.  Must be willing to work in conditions of stress and function well under pressure.