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Financial Administrator/Secretary

Posted: 01/09/2023

Central United Methodist Church
616 Decatur, Alabama 35601
(205)353-6941
Revised :  January 2023
 
Position Description
 
Title:     Financial Administrator/Secretary
 
Reports to:         Senior Pastor, Central United Methodist Church
 
Basic Nature of Responsibilities:
 
The Financial Administrator/Secretary manages the finances of the church on a day-to day basis and is responsible for greeting visitors at the church office.  As such, this person should present a hospitable, efficient presence to church members, attendees and other persons through all avenues.
 
Specific Responsibilities:
 

  1. Data:  The Financial Administrator/Secretary is the primary liaison with Shelby Systems, the company which provides the church computer database.  The Shelby features used by CUMC are
    1. Financials----general ledger, check express, bank reconciliation, accounts payable and payroll.
    2. Church----membership, attendance and contributions.
    3. General----closing procedures, etc.
The Financial Administrator/Secretary also works with the church’s chosen IT service management company to provide general computer support to the church.
  1. Year End Procedures:  The Financial Administrator/Secretary will follow procedure for setting up the new year and closing out the previous year.
  2. Contributions:  The Financial Administrator/Secretary will contact volunteers to count contributions each week.  On counting day, the Financial Administrator/Secretary will provide needed supplies and coordinate the volunteers.  When counting is complete, the Financial Administrator/Secretary will post contributions to the computer software, and prepare figures needed for the newsletter.  The Financial Administrator/Secretary will pull information regarding memorials and honorariums, and prepare notes to givers and recipients for the pastor’s signature and mail the notes.  The Financial Administrator/Secretary will take deposits to the bank in a timely manner.  At the end of each quarter, the Financial Administrator/Secretary will prepare contribution reports and mail them.
  3. Payroll:  Payroll is processed twice each month.  The Financial Administrator/Secretary will prepare paychecks and distribute them at the appropriate time.  The Financial Administrator/Secretary will make payroll tax deposits for federal and state monthly.  Each quarter, the Financial Administrator/Secretary will prepare Form 941 and submit it to federal.  Each month, the Financial Administrator/Secretary will prepare the workers’ compensation report and prepare the amount due to Sheffield for workers’ compensation.  At year-end, the Financial Administrator/Secretary will prepare W2s and 1099s, sending them in as requested
  4. Accounting:  When invoices or statements are received, the Financial Administrator/Secretary will get them to the proper person for approval.  The Financial Administrator/Secretary will write checks once a week, have the Treasurer co-sign them, and will mail the checks.  Other bills will be paid electronically and paid monthly.  The Financial Administrator/Secretary will make journal entries at month end or as needed.  At month end, the Financial Administrator/Secretary will reconcile the bank statement.  The Financial Administrator/Secretary will also reconcile the PayPal account and facilitate electronic debits.
  5. Finance Team:  Each month, the Financial Administrator/Secretary will send financial reports the Finance Chair.  The Finance Chair will set up a meeting time of upcoming meetings and the Financial Administrator/Secretary will notify them of upcoming meetings.  The Finance team meets every two months.  The Financial Administrator/Secretary is expected to attend the meetings of the Finance Team, and to distribute financial reports at the meeting.  The Financial Administrator/Secretary will work with the Finance Chair on any special reports or breakdowns that might be needed.
  6. Budgets:  Each year, the Financial Administrator/Secretary will notify staff and ministry chairs about budgets for the coming year.  The Financial Administrator/Secretary will collect and prepare requests for review by the Finance Team at the appropriate time.  The Financial Administrator/Secretary will prepare the office expense budget.  Once the budget is approved, the Financial Administrator/Secretary will enter it into the computer.
  7. Pledge Campaign:  The Financial Administrator/Secretary will assist the team leader for the campaign.  The Financial Administrator/Secretary will receive and keep up with pledges, and enter them into the computer so they will show on the contribution reports.  The Financial Administrator/Secretary will order offering envelopes.
  8. Wednesday Nite Café:  The Financial Administrator/Secretary will have the money change bag ready for pick up before the dinner.  Following Wednesday nights, someone will leave the bag in the office.  The next day, the Financial Administrator/Secretary will prepare the deposit slip and take it to the bank.  The Financial Administrator/Secretary will also send details to Wednesday Nite Café leader.  The Financial Administrator/Secretary will maintain sufficient change for the next Wednesday.
  9. Attendance:  The Financial Administrator/Secretary will receive the registration pad sheets and enter worship attendance into the computer each week. 
  10. Membership:  The Financial Administrator/Secretary will make sure membership changes (new members, changes in present members’ records, etc.) are complete and will provide information necessary for Charge Conference Reports and Year End NAC Statistical Reports.  The Financial Administrator/Secretary will prepare both of these reports at the appropriate time.  Maintain digital church directory and provide instructions/assistance to members.
  11. Post Office:  When mass mailings are to go out, the Financial Administrator/Secretary will prepare the report and take the mailing to the post office.  The Financial Administrator/Secretary will fill the postage meter when necessary.
  12. Publishing:  The Financial Administrator/Secretary will edit received articles, news reports, graphics, and worship information into a monthly newsletter, The Central Focus.  The Financial Administrator/Secretary is responsible for printing, folding and coordinating volunteers to prepare for distribution.  The Financial Administrator/Secretary will edit, print and fold the worship bulletin.
  13. Web-management:  The Financial Administrator/Secretary will upload eFocus newsletter articles (weekly), email and upload the calendar, and upload other data (occasionally) to the church’s website.
  14. Receptionist:  When volunteers are not available, the Financial Administrator/Secretary will greet visitors, answer the phone, direct calls and take messages.
  15. Lead Volunteers:  The Financial Administrator/Secretary will coordinate, train, equip, and encourage office volunteers.
  16. Clerical:  The Financial Administrator/Secretary will keep the official church calendar and perform basic secretarial duties to support the program staff such as correspondence, copying and filing.
  17. Office Equipment:  The Financial Administrator/Secretary will ensure all office equipment is operational, plan future equipment purchase in coordination with the pastor and the Board of Trustees, and will work with office staff to maintain office supplies.
  18. Teamwork:  The Financial Administrator/Secretary will support office staff, work in teamwork with other staff and under the supervision of the Senior Pastor.
  19. Office Hours:  The Financial Administrator/Secretary will work Monday through Friday from, 8 am to 5 pm, and Friday from 8 am until noon.

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