FIRST CHURCHES CHURCH ADMINISTRATOR

POSITION SUMMARY
Responsible for the overall functioning of the office and building of the First Churches of Northampton. Additionally provide support to the Ministers and perform a variety of duties related to payroll, facilities management, communications and financial controls.

Currently the Position requires 20-25 hours per week. In general, the office hours will be from 9:00 AM till 3 PM,, Fridays 9-1, with some flexibility with prior approval from supervisor.

SUPERVISION
This position is supervised by the Senior Minister with input from the Personnel Committee and Finance Committee concerning employment issues as well as administrative duties. The Church Treasurer oversees the financial duties of this position. An Administrative Ministries liaison may offer direction in the building management duties. Church members, in their capacity as a board or committee member or officer of the church, may request completion of a task from the Church Administrator but will have no direct authority or supervisory power over this position.


DUTIES AND RESPONSIBILITIES

Essential functions of the position include but are not limited to the following:

Communications
Coordinate the communications and publications of the church, including compile and prepare the weekly service bulletin, monthly newsletter, annual report, updates on the church website and Facebook, regular weekly emails, maintaining online databases and communications such as a calendar of church events and rentals, Church Trac database, Sign Up Genius, online photo directory, and any other communications programs.

Finances and Personnel

Accounts payable and receivable -
● Collaborate with the Finance Team to pay bills weekly
● Track income and expenses through Quickbooks, as well as maintain in house financial files
● Invoicing and payment collection
● Process check requests and reimbursements Payroll -
● Review and reconciliation of data on biweekly timesheets
● Input and transmit payroll data to the payroll processing company

● Follow up on discrepancies with employees’ pay
● Onboard new employees
● Maintain employee payroll register and manual personnel files with accurate, up to date information


Building Management
Oversee the efficient operation of the church building to ensure that the building is safe and accessible by:
● Assisting the Property Team on issues of regular maintenance and responding to immediate building needs (such as leaks, snow removal, or heating issues), including calling contractors if needed. Issues that require additional funding (beyond the budget), taking bids and are more long-term in nature will be brought to the Property Team. The Church Administrator will meet with the Property Team at least once every two months.
● Obtaining the maximum benefit for monies expended as an agent for the church in locating sources and best pricing for all supplies, services and equipment. The church seeks to purchase from local sources and green sources wherever possible.
● Managing and marketing the use of the church building to groups throughout the community through a facility rental program.
○ Managing rental contracts and relationships. Maintaining accurate records and deposits.
○ Monitoring and issuing keys in accordance with the church’s Safe Church Policies.
○ Maintaining and communicating the building’s schedule.
● Communicating janitorial and special events’ needs, creating a task list, and supervising the Sexton.
● Keeping track of approved contractors and a list of building needs, and ensuring the completion of regular inspections and seasonal maintenance.

General
Perform various clerical duties including filing, correspondence, photocopying, greeting and assisting office visitors and other personnel, answering telephones, email, and routing calls and assisting with mail.
● Order office and building supplies as needed. Ensure seasonal supplies are on hand.
● Attend weekly staff meetings and work cooperatively with other church staff.
● Respond to telephone, in-person, and e-mail requests for information.
● Perform other projects or duties as required or requested.
● Attend monthly AMB meetings

Minimum Qualifications:

Education and Experience:
Associates degree in a related field and three years of increasingly responsible office experience; financial record keeping experience; experience working with payroll strongly preferred; or any equivalent combination of education and experience. Non-profit or faith-based experience desirable. Marketing or property management experience extremely desirable.

Knowledge, Ability and Skill:

Working knowledge of office practices, business accounting principles and practices. Proficiency with the Microsoft Office Suite, Google Suite, and Quickbooks required. Ability to keep accurate and detailed records, including spreadsheets.
Ability to be discreet and keep confidential matters to oneself. Ability to be self-directed.

Physical Requirements:
Frequent talking, listening, sitting, walking, and mental concentration for prolonged periods required; frequent use of hands and fingers in operating/using various office equipment; occasional light to moderate physical effort required to lift and/or move objects up to 25 pounds; specific vision requirements for this position include close vision for long periods of time and the ability to adjust focus. Ability to operate a keyboard.