Overview
Church Administrator
Purpose: To manage the operation and function of the church office and provide administrative support to the church ministries, parish activities, and members.
Primary Function:
• Manage and prioritize day-to-day activities of the church office in support of church operations.
• Serve as a central point of contact for members, elected boards, and church staff.
• Manage all church recordkeeping systems including, but not limited to membership, contributions, financial reporting, and official parish register.
• Serves as an ex-officio member of the Finance Committee in the preparation and monthly reporting of the annual church budget. Interacts with the Treasurer, Church Council, and Voter Assembly throughout the planning, revision, and approval process.
• Prepare and manage church office annual budget.
• In support of the Pastoral office, be prepared to function as needed to ensure that member needs are being met.
Position Relationship:
• Position reports to the Senior Pastor.
• Interacts with and supports elected board chairs, and all paid staff positions.
• Support the work of the Treasurer and Financial Secretary related to all areas of church finance and reporting.
Primary Duties and Responsibilities:
• Responsible for all clerical/secretarial office functions including phone calls, inbound/outbound mail, and office supply ordering.
• Coordinate the maintenance and updating of office equipment and computer systems as needed.
• Assist Board of Trustees in physical plant maintenance and repair scheduling with vendors and maintaining inventory/control of building access keys.
• Prioritize and monitor work of the church office to ensure all critical functions are performed on a timely basis.
• Supervise office staff and recruit/train/manage volunteers as needed to complete all office functions accurately and on time.
• Complete all Membership recordkeeping using the Shepherd Staff system for: mailing lists, attendance, skills and talents, special reports, statistics on individuals and families, and visitation calls on prospects.
• Complete all Member Contribution record keeping using the Shepherd Staff system for: input weekly envelope contribution deposits, prepare quarterly contribution statements, contribution analysis reporting.
• Complete all Finance recordkeeping using the Shepherd Staff system to: post non-envelope receipt deposits and print checks for church bill payments and staff payroll, (including employee records, payroll tax withholding, and tax form completion/reporting). Prepare monthly adjusting journal entries, balance bank accounts, close books, and print all closing statements and related schedules.
• Complete all Parish Register recordkeeping using the Shepherd Staff system to: record all official acts of the congregation, i.e., baptisms, weddings, funerals and maintain the official membership roster.
• Using separate computer system, maintain Phone Tree database and implement automated membership calls at the time funeral service details are available.
• Manage Columbarium process including recordkeeping of sales, notes, and burials.
• Maintain Asset Inventory recordkeeping.
• As needed: prepare advertising copy for newspapers and telephone books and brochures, as well as prepare camera-ready copy for all externally sourced printing i.e., forms, letterheads, envelopes, and other printed materials.
• Prepare church service bulletins. Supervise production of printing and collating.
• Prepare and edit monthly newsletter for publication. Supervise production of printing, collating, and mailing.
• Serve as the parish wedding and funeral coordinator.
• Serve as liaison with medical insurance provider and 403b program.
• Maintain master church activities and facilities usage calendar.
• Performs other related duties as required.
Position Qualifications and Skills:
• Prior business management experience in a non-profit organization.
• Strong accounting background to include financial statement preparation.
• Familiarity with H/R functions, payroll, various tax and insurance implications.
• Experience with developing position descriptions, determining appropriate compensation plans, implementing performance evaluations and reviews.
• Ability to plan and coordinate operational needs for worship services as well as all church ministries.
• Strong interpersonal skills including tact, patience and courtesy required to develop and maintain relationships are essential to the successful functioning of the church office.
• Superior time management and prioritization skills. Ability to multi-task in an office environment where interruptions are routine.
• Proficiency in financial accounting systems and usage as well as Microsoft office suite software.
• Knowledge of or willingness to learn primary recordkeeping system software suite: Lutheran Church Information System (Shepherds Staff). May be involved with software conversion.
Distinguishing Characteristics:
• Effective in both oral and written communication; ability to present reports to a variety of audiences.
• Strong ability to maintain confidentiality.
• Able to work independently with minimal direction.
Accountability, Goals/Objectives and Evaluation:
• Accountable to Senior Pastor.
• Goals/Objectives and Evaluation to be established at hire.
Salary range $55,000-$70,000 DOE
Full time
Health benefits
Paid time off
Retirement benefits
Supervises 2 positions
