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Position Summary

The Church Administrative & Financial Coordinator is a part-time position responsible for providing administrative support to the Pastor, church leadership, and congregation while overseeing and managing the church’s financial operations. This role integrates the responsibilities of Administrative Assistant, Financial Secretary, and Treasurer, ensuring accurate recordkeeping, financial integrity, clear communication, and faithful stewardship of church resources.

The Coordinator also serves as a welcoming presence in the church office, maintaining confidentiality and professionalism in all interactions.

Work Schedule & Expectations

  • Part-time (up to 20 hours per week)
  • Required office hours: Monday through Friday, 9:00 AM – 12:00 PM
  • Additional hours: Flexible, as needed to fulfill responsibilities
  • Meetings: Expected to attend monthly Finance Committee and Church Council meetings for the purpose of taking minutes

Reporting Structure

  • Reports to: Pastor
  • Works closely with: Finance Committee, Church Council, ministry leaders, and church members

Key Responsibilities

  1. Administrative Support & Office Management
  • Provide administrative and secretarial support to the Pastor, Church Council, and committees
  • Maintain a welcoming, organized, and confidential office environment
  • Answer phones, take messages, and respond to inquiries
  • Manage church calendar, facility reservations, and office operations
  • Order and maintain office and church supplies
  • Operate office equipment and software (e.g., Microsoft Office, QuickBooks, church management systems)
  • Prepare correspondence and maintain general church communications
  1. Records Management
  • Maintain accurate and current church records, including:
    • Membership, attendance, baptisms, confirmations, transfers, and deaths
    • Mailing lists and directories
    • Church calendar and facility usage
    • Key control records
  • Maintain Safe Sanctuary clearance files and related documentation
  • Maintain records for Trustees regarding building maintenance and projects
  1. Communications & Publications
  • Prepare and produce weekly bulletins, newsletters, directories, and other publications
  • Assist with maintaining and updating the church website and social media
  • Prepare reports, including annual statistical reporting and other denominational requirements
  1. Contributions & Financial Recordkeeping
  • Receive, count (with appropriate controls), record, and deposit all contributions
  • Maintain accurate and confidential donor records
  • Track pledges, memorials, and other giving
  • Issue annual contribution statements to members
  1. Financial Management
  • Manage bank accounts, deposits, and reconciliations
  • Maintain the general ledger and financial records
  • Process accounts payable (bills, reimbursements, ministry expenses)
  • Track accounts receivable and other income sources
  1. Budgeting & Financial Reporting
  • Assist in preparing the annual church budget
  • Monitor income and expenses against the approved budget
  • Prepare and present monthly and annual financial reports to leadership
  • Provide financial updates to the Finance Committee and Church Council
  1. Compliance & Payroll
  • Process payroll (if applicable)
  • Ensure compliance with applicable tax regulations and reporting requirements
  • Prepare and submit required forms (e.g., W-2s, 1099s)
  • Coordinate with external accountants or auditors as needed
  1. Internal Controls & Stewardship
  • Maintain financial controls and procedures to safeguard church assets
  • Ensure transparency, accountability, and adherence to church policies
  • Assist with audits or financial reviews
  1. Meeting Support
  • Attend monthly Finance Committee and Church Council meetings
  • Record and distribute accurate meeting minutes

Qualifications

  • Demonstrated integrity and commitment to confidentiality
  • Experience in administrative support and/or bookkeeping/accounting
  • Strong organizational skills and attention to detail
  • Proficiency with office and financial software (e.g., Microsoft Office, QuickBooks)
  • Ability to work independently, prioritize tasks, and meet deadlines
  • Strong communication and interpersonal skills
  • Ability to obtain and maintain bonding
  • Alignment with the mission and values of the church

Preferred Qualifications

  • Experience in a church or nonprofit setting
  • Knowledge of nonprofit accounting and tax regulations
  • Experience with payroll processing and church management systems

Compensation & Benefits

  • Part-time, salaried position (up to 20 hours per week)
  • Paid monthly
  • Two weeks paid vacation per year (with advance notice to Pastor and SPRC Chair)
  • Paid holidays: New Year’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day

Conditions of Employment

  1. Attendance & Absence
  • Employee must notify the Pastor as soon as possible in the event of absence or emergency
  1. Clearances, Bonding & Safe Sanctuary Compliance
  • Position must be bonded
  • Required clearances:
    • PA Child Abuse History
    • PA State Police Criminal Record Check
    • Federal Fingerprinting
  • Clearances must be updated every five years
  • Must follow the church’s Safe Sanctuary policy and reporting procedures
  1. Evaluation
  • Annual evaluation conducted by the Staff-Parish Relations Committee (SPRC), based on:
    • Monthly reports
    • Annual self-reflection
    • Feedback from Pastor and SPRC

Work Environment

  • Office-based position with required morning hours and some scheduling flexibility
  • Regular interaction with church members, volunteers, and leadership

Spiritual & Cultural Expectations

  • Demonstrates commitment to the mission and ministry of the church
  • Conducts all duties with integrity, professionalism, and a spirit of stewardship
  • Maintains confidentiality and fosters a positive, welcoming environment
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