Office Administrator

Edenton Baptist Church

JOB DESCRIPTION: OFFICE ADMINISTRATOR

POSITION TITLE: OFFICE ADMINISTRATOR

SUPERVISOR: PASTOR

POSITION SUMMARY: The Office Administrator is responsible for overseeing the daily

operations of the church. This includes managing financial records and transactions, handling donations, processing payroll for church staff, and providing support services for professional staff. The Office Administrator also performs general office duties, assists various committees, and often serves as a liaison between the pastors, staff, and congregation. Additionally, they address program-related tasks and general congregational needs.

KEY RESPONSIBILITIES:

A. Office Management

• Maintain an organized filing system, including the management of confidential church documents.

• Oversee the church calendar by scheduling meetings, events, and facility usage.

• Supervise the housekeeper/custodian, office assistant, and office volunteers.

• Assist in the recruitment and training of staff and office volunteers.

• Maintain membership records, including contact information, birthdays, and anniversaries.

• Provide support to staff by taking messages and assisting with correspondence, scheduling issues, advertising, and filling vacancies.

• Manage office supplies and ensure office equipment is functioning correctly.

• Assist in scheduling meetings and events, renting facilities, and collaborating with the facility use committee to ensure compliance with church policies.

• Track the renewal of insurance policies and maintenance agreements, notifying appropriate committee/individuals when renewal dates are approaching.

• Maintain records for the Bus ministry, including trip schedules, drivers, and key security.

• Prepare schedules and lists for Deacons, ushers, audio/video team members, and bus drivers.

• Improve administrative processes for greater efficiency.

• Collaborate closely with the church leadership to align administrative functions with the church’s mission.

B. Financial Management

• Collaborate closely with the church treasurer to ensure the church’s finances are well managed.

• Assist in the preparation and monitoring of the church budget.

• Track income, tithes, donations, and expenses.

- Oversee the Counting Committee.

- Verify the accuracy of invoices.

- Manage accounts payable/receivable, and handle tax documentation.

- Track donations and prepare quarterly and annual contribution statements for church members.

- Reconcile all bank accounts, apply interest to specific accounts, and maintain records for all bank and savings accounts.

- Close out the financial books annually, ensuring all records and support materials are systematically filing in compliance with Federal and State regulations, as well as procedures approved by the Church Auditor.

• Provide financial reports.

- Request the treasurer to review the financial statement monthly.

- File requests for sales tax refunds semi-annually, on June 30 and December 31.

- Compile financial information and budget reports monthly or as requested for church conferences, Deacons, and the Finance Committee, providing comparative data analysis when needed.

- Produce a weekly financial report for church publications.

- Report memorial gifts in The Informer.

- Provide all information and documentation requested by auditors.

- Provide requested information from individual contributors regarding their pledges or contributions or the status of church finances.

• Assist church staff, individuals, and groups with financial matters.

- Help the Finance Committee, Deacons, and the Insurance Committee regarding church finances and insurance, including preparing comparative statistical analyses as requested.

- Assist the Little Goose Nest Preschool Committee, WMU Director, Sunday School Director, and others regarding budget and financial matters.

- Assist the Finance Committee in monitoring receipts and expenditures by line item.

- Advise staff on appropriate (or historical) use of individual line items.

- Support the Pastor, other staff, and committees in preparing the annual operating budget.

• Process payroll.

- Prepare payroll and distribute salary checks according to an established timetable, ensuring compliance with all required Federal and State deposits and reports.

- Maintain payroll records, monthly Federal payroll deposits, quarterly and year-end Federal and State payroll tax returns, and prepare earnings and employee tax withholding statements.

- Provide W-2 or 1099 forms to all employees and/or contractors by January 31.

- Maintain accurate employee files relating to payroll, finances, leave, and benefits, in accordance with Federal and State law.

- Process new employees: provide all legally required forms, verify necessary information, explain benefits enrollment, assist employees with enrollment forms, and submit all required paperwork to appropriate agencies.

- Stay updated on regulatory requirements for payroll.

- Serve as liaison with insurance and retirement benefits providers, assisting staff as needed with claims submission and tracking.

C. Communication Management

• Manage incoming calls, emails, and visitor inquiries in a professional manner.

• Facilitate communication among church leadership, staff, and the congregation.

• Maintain outreach records and process requested correspondence, ensuring visitor information is recorded and notifying pastors and deacons of visitor cards received during worship services.

• Create and distribute church bulletins and The Informer newsletter.

• Keep an updated address list for The Informer and prepare address labels for those requesting copies.

• Provide clerical assistance to the Diaconate and other committees and church organizations, including mailing monthly meeting reminders, minutes, agenda, and preparing deacon nomination forms.

D. Other Duties as Assigned

• Perform other duties as assigned by church leadership and/or the Personal Committee.

QUALIFICATIONS:

Minimum Requirements

• High School Graduate or G.E.D. equivalent.

• Two years of experience in administrative, financial, or organizational roles, preferably within a church or non-profit organization.

• Exceptional organizational and time management skills.

• Effective verbal and written communication skills.

• Strong problem-solving abilities.

• Competence in fiscal management, bookkeeping, and budgeting.

• Proficient in office software (e.g., Microsoft Office).

• Ability to manage confidential information with discretion and integrity.

• Strong interpersonal skills and the ability to work collaboratively with others.

• Commitment to continuous improvement and professional development.

• A collaborative mindset with a servant-hearted attitude.

Preferred Requirements

• Associate degree in business administration, accounting, or a related field.

• Knowledge of and experience with QuickBooks.

• Experience in database management and church management software.

• Familiarity with payroll software.

• Understanding of non-profit or church operations.

Physical Requirements

• Physically be able to perform the responsibilities described above.

Approved by the Personnel Committee on March 27, 2025

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 35 per week

Benefits:

• Paid time off
• Parental leave
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $22