JOB DESCRIPTION - Church Administrator

JOB DESCRIPTION

 

 

TITLE: 

Church Administrator

 

PURPOSE: 

To oversee and maintain Chapel by the Sea’s financial and administrative functions, within accepted accounting practices and internal controls, report routinely on the financial, administrative and facility activities and status of the church to the Pastor as Head of Staff and the Session.

 

ACCOUNTABILITY

Accountable to the Pastor as Head of Staff.

 

RESPONSIBILITIES

1. To prepare accurate and timely financial reports for Peace River Presbytery, the Pastor as Head of Staff, and the Session.
2. To comply, as required, with the governing bodies of the church (Presbytery, Synod, and the General Assembly accepted accounting principles, and governmental reporting requirements.
3. To cooperate and assist internal and external audits, as scheduled.
4. To oversee the receipt, disbursement, investment and accounting of cash and offerings and the recording for each individual contributor, toward his/her pledge, if any, and the reporting of same to the individual annually.  Protect the confidentiality of pledge records and all other sensitive financial information.
5. To attend meetings of the Budget and Finance Committee, as required, and to present at those meetings financial reports and recommendations in regard to the budget, church financial and internal control matters.
6. To attend meetings of the Building and Grounds Committee, as required, and advise committee members of quotes and costs of pending or potential outlays for building and/or grounds needs
7. To pay outstanding invoices in accordance with established procedures, following appropriate approvals.  Obtain two signatures on all checks as required by Chapel policy.
8. To obtain quotes on major acquisitions through leasing and purchasing, make recommendations to the Budget and Finance Committee, and obtain the President of the Corporation’s signature on leases or purchase agreements.
9. To maintain adequate data to reflect all financial transactions of the church.
10. To assist in the preparation of the annual budget, following Session approval, and monitor income and expenses monthly.  Advise the Pastor, staff and ministry chairpersons of budget variances, as necessary.
11. To maintain personnel files and maintain confidentiality.
12. To orient new employees as to benefits and policies.
13. To prepare payroll tax deposits, quarterly payroll tax reports, W-2’s, W-3’s and 1099’s.  Maintain up-to-date W-4’s and payroll records in each employee’s personnel file.
14. To maintain current employee benefit information and required forms of Board of Pensions and any other benefit provider.
15. To maintain and publish the Chapel’s up-to-date Policy and Procedures Manual at the direction of the Session.  These policies shall include all areas covered by federal, state, local laws, rules and regulations and those of the Presbyterian Church (USA).
16. To maintain updated versions of all software on the Chapel’s network, and be knowledgeable within the current networked applications on all PCs.
17. To maintain accurate and up-to-date asset inventory records, including documentation, and recording of acquisitions, disposals or retirements.  Oversee annual random inventory checks, and periodic physical inventory.
18. To supervise the finances of the Kidz Days After School Program and to communicate to parents and guardians in matters dealing with fees, late fees, and other financial matters.
19. All other assigned duties by the Pastor as Head of Staff.

 

 

SCHEDULING:

1. Normal work week will be 40  hours, Monday through Friday
2. Work beyond the normal schedule is prohibited unless prior approval granted by the Head of Staff.
3. Paid vacation must be taken within the period of Easter through October.
4. The Church Secretary and the Church Administrator will not take paid vacation leave at the same time.

 

EVALUATION

Performance reviews will be conducted annually by the Pastor as Head of Staff and the Personnel Committee.

 

EDUCATION AND QUALIFICATIONS NECESSARY

1. An undergraduate (Bachelor’s) degree in Accounting or Business and Accounting.
2. Proficiency in PC spreadsheet programs.
3. Very good interpersonal skills
4. Adept at planning and organizing.
5. Good supervisory skills
6. Experience in technical writing – policies, procedures, software training materials, and position descriptions
7. Experience and familiarity with federal and state wage and compensation laws, insurance/risk management and other mandated workplace requirements.