Purpose of Position
The purpose of the Church Administrator is to organize information, manage team logistics, communicate information relating to the church calendar and building usage, and work toward keeping the day-to-day operations at Church of The Open Door organized and clear. The Church Administrator is responsible for keeping up-to-date records on church attendance and membership. The position reports to the Executive Pastor
Business/Human Resource Responsibilities
- The Church Administrator works with the church financial secretary and treasurer to facilitate the day-to-day business of fiscal responsibility. This includes overseeing the payment of bills, reimbursements, and the issuing of checks.
- The Church Administrator works with the Executive Pastor and the Church’s finance committee, to insure proper procedures for Workers’ Comp, Property & Abuse, and Liability Insurance.
- The Church Administrator will work in conjunction with the Executive Pastor to create, manage, and maintain all church policy handbooks.
- Manage the church office; To facilitate church communication networks: bulletins, phones, etc; manage office policy enforcement: building use, bulletin boards, mailboxes, flyers, etc.; schedule building usage with staff; To maintain and communicate the church calendar.
- The Church Administrator works to alert staff as to what’s needed and when in order for the organization to run smoothly; Manage communications between staff and Operation’s representative regarding repairs, scheduling maintenance, usage, etc.
- Oversee the church database and its use. The Church Administrator helps communicate information pertaining to the church calendar, building usage, and other relevant information.
Ministry Strategy Responsibilities
1. The Church Administrator is an integral part of Open Door’s leadership team. She will work in
conjunction with the staff team in the yearly review of church ministries and church strategy.
- The Church Administrator is responsible to provide weekly agreed upon staff summaries of the regular staff meeting to the Executive Pastor and to the Elder Team.
- In partnership with the Executive Pastor, the Church Administrator is responsible to “ring the bell” on issues related to the annual finance calendar, annual meeting, nominating team, annual vision planning or others that may arise.
Church Financial Secretary
Purpose of Position
The primary purpose of this job position is to receive, record and deposit all funds taken into the church treasury, and forward information to the Executive Pastor and Church Administrator. This position reports to the Executive Pastor.
The general job responsibilities and duties of the Church Financial Secretary includes:
- Receive, record and receipt funds from all sources and report them to the Church Treasurer, or Financial Committee.
- Receive offerings collected during worship services and count them at the conclusion of the services, ensuring more than one person is involved collecting and counting the offerings.
- Ensure funds are deposited in a bank as soon as possible after they are received. Deposits should be made within three days of receipt.
- Establish a procedure to collect and record funds received other than through regular offerings, including funds received the mail or electronically.
- Produce individual charitable gift report summaries of all donations received during a calendar year and mail within two weeks of the end of that year.
- The Financial Secretary shall produce individual reports to members quarterly.
- Provide weekly financial reports to the Executive Pastor, Church Administrator, and Finance Committee regarding total funds pledged and actually received on a weekly, monthly, quarterly, and annual basis in a format prescribed by the Executive Pastor.
- Report to the congregation at Quarterly and Annual Meetings regarding total funds pledged and actually received for the year.
- Inform and encourage regular, systematic giving by congregation by providing individual information regarding cash, checks, and electronic giving to individual members.
- Maintain confidentially of all financial information pertaining to giving, givers, receiving, recording and depositing of funds.
- Disburse all funds received into the church treasury in a responsible and organized manner with funds excess funds (if any); Assist the Church Administrator and Treasurer in maintaining the church accounting and financial database.
Purpose of Position
The Church Treasurer is responsible for the collection, recording, management, investment, and
spending of the church’s money. This position reports to the Executive Pastor.
Duties and Responsibilities of The Church Treasurer include:
- Deposit and disburse all funds received into the church treasury in a responsible and organized manner with funds identified and bills paid when due.
- Collects, sorts, and records the tithes and offerings each Sunday after services; Accepts donations on behalf of the church and records the amount and the donors name for tax purposes; Issues receipts for large donations; Keeps detailed records of all financial transactions and bank deposits
- Disburse all funds in accordance with budget, upon approval of Executive Pastor or Church Administrator, keeping accurate records of how funds are spent.
- Reconciles church bank statements with the church’s ledger, making note of any discrepancies and bringing them immediately to the church’s Executive Pastor, and Finance Committee.
- Consults with Executive Pastor on investing large donations to supplement the church’s trust; Tracks investments and delivers quarterly earnings statement to the church’s board.
- Works with the Financial Secretary to prepare accurate monthly and quarterly financial reports for the Executive Pastor and Church Administrator on members contributions.
- Participates in any financial audits; Prepares W-2s, 1099s, and governmental forms, and complete federal and state governmental regulations on a timely basis
- Attends meetings with the Executive Pastor and/or Church Administrator to go over finances and stay aware of any upcoming expenses, events, or changes to the church’s operation.
- Maintain confidentiality of all financial information pertaining to giving and givers.
- Works with the Executive Pastor, Church Administrator, and Financial Secretary to manage all details for Health, Disability & Workers’ Comp, Property & Abuse, and Liability Insurance.
- Must be willing to research and learn more about effective financial practices, accounting, bookkeeping and filing taxes; Must have strong general competencies with bookkeeping, financial auditing, investing, accounting, and processing.
- Must be trustworthy and honest in all dealings; Must be committed to the mission and goals of the church; Must be able to work well with church staff, volunteers, committee members, and the church’s leadership.