| Job Title: Church Administrator Reports To: Senior Pastor Position Status: Full?Time, Exempt |
The church administrator is responsible for managing the business affairs of the church while working with church members and staff to achieve the vision and mission of the church.
Job Responsibilities and Duties:
The primary management/supervisory responsibilities include:
• Maintains giving records of individual and other contributors in the local ACS financial system. Prepares periodic and annual individual giving reports for church members and other contributors.
• Prepares and makes timely bank deposits for all funds received by the Church, and makes (or provides) appropriate revenue journal entries for the financial system (either ACS or one maintained by a third party provider).
• Authorizes the disbursement of vendor payments (accounts payable) through the financial system maintained by a third party provider.
• Oversees the contract for financial recording and reporting with a third party provider.
• Oversees the purchasing process and maintains vendor relationships.
• Facilitates, through a third party provider, both monthly and ad hoc financial reports to staff and committees.
• Maintains a proper cash flow control to meet obligations.
• Works with the Finance Committee to prepare an annual budget.
• Works with the appropriate committees in planning and promoting the annual church stewardship campaign and capital fund drives.
• Provides input, as requested, to the Finance Committee, which is responsible for the issuance or restructuring of long or short-term debt financing.
• Provides information required by outside auditors in the course of an annual audit or review of the church's financial statements.
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• Oversees the administering of the payroll for church employees through a third party provider.
• Assures all tax reports (941, W–2) are promptly paid, and timely filed, and that appropriates records maintained. Personnel Management:
• Maintains personnel records in accordance with applicable laws and record retention policies.
• At the request of the Staff-Parish Relations (SPR) committee, shall provide information to assist committee members in the development of salary recommendations, structures, personnel practices, and employee benefits.
• Assures the church's compliance with federal and state labor laws.
• Directs the church’s maintenance program by supervising the church custodian and outside contractors.
• Administers policies and procedures concerning the use of all church properties, and facilities.
• Assists the Board of Trustees or designated building committees in their work with architects, contractors and others in evaluation, planning, building, remodeling and equipping church buildings.
• At the request of the Board of Trustees, evaluates and makes recommendations concerning the insurance needs of the church.
• Oversees the energy management system, if and when acquired.
• Oversees the security of the church.
• Maintains an inventory of church property and equipment.
• Sees to the maintenance of all office equipment and computer systems.
• Assures that proper computer and server backups are routinely maintained.
• Facilitates staff training on church computer systems and office equipment.
• Facilitates periodic review of computer systems and office equipment with assistance from outside technology provider.
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• Administers the building and grounds maintenance budget, including utilities and contract services.
• May obtain advice on legal, business and tax matters for the church and/or ministers at the request of the ministers or appropriate committees.
• Participates in staff meetings and committee meetings as requested.
• Serves as a primary staff resource for the Finance Committee and the Board of Trustees, participating as a non-voting member of the Finance Committee and a non-voting attendee of Board of Trustee meetings.
• As a representative of the church, it is expected that this person will treat members, vendors, and other staff persons with respect and courtesy.
Job Skills and Requirements:
• A bachelor’s degree in business or a related field, or an equivalent combination of education, experience and skill, is preferred.
• Can conceptualize his/her administrative and managerial work as supportive of the ministry and vision of the church.
• The ability to manage a consensus decision?making process and implement policy decisions as directed.
• Knowledge of computer systems and office productivity software, electronic communication software, membership software, and financial reporting and accounting software.
• While specific knowledge and considerable skill in the set-up and operation of ACS software for churches is highly desirable, strong candidates with extensive experience in other financial packages will be considered if they demonstrate a willingness and capability to be trained to fully implement an ACS system. The ability to derive the utmost utility from this software will weigh heavily in the annual evaluation process for this position.
• Timely and consistent attendance and availability to attend committee and other meetings outside of normal working hours.
• Excellent verbal and written communication skills.
• Demonstrated experience and ability to manage the business affairs of an organization with a budget in excess of $1 million, a multiple building campus, membership in excess of 500, and numerous paid staff positions.
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• Able to move freely in and around the church facilities in order to carry out supervisory duties and other duties; able to speak clearly and accurately in addressing staff and committee members during meetings.
Evaluation and Compensation:
• The church administrator reports to the pastor and will receive an annual performance review by the pastor.
• Compensation is reviewed annually by the pastor and the SPR committee.