Director of Administration

Job Overview
The Director of Administration is responsible for efficient day-to-day administrative duties at Woodlake UMC and assisting church members, committees and staff in achieving the church mission objectives.

ROLES AND RESPONSIBILITIES

Office Administration

• Manage church calendar and ensure accurace of the calendar and make process improvements
• Review room requests and assign rooms, based on room capacity. Communicate room assignments (or declined requests) in a timely manner
• Report weekly the attendance, volunteer opportunities and membership updates for inclusion in the monthly Church Leadership Council report
• Compile Annual Charge Conference Report and Local Church Report to the Annual Conference
• Confidentially maintain records to include church policies and procedures, office records, property and legal records and master calendar
• Manage vendor relationships and negotiate contracts
• Ensure implementation of church policies and procedures including creating and updating Emergency Operation Manual employee handbook and coordinating evacuation plans
• Process insurance incident reports and worker compensation claims
• Other duties: proofing, editing, organizational charts copier cost reports, copier supplies, verify employment, etc
• Coordinate employee benefits, perform background checks
• Oversee the maintenance and operation of information technology, security and phone systems

Financial Administration

Contributions and Cash Managment

• Administration of the financial functions of the church, including: cash flow, annual budget preparation, contributions, insurance, banking and financing, payroll, leases, loans, mortgages and budget planning and oversight
• Contributions and Cash Management
• Record pledges and maintain records of individual contributors
• Respond to church members' questions concerning personal contributions and pledges in a timely and confidential manner
• Process all ACH contributions, recurring gift requests, withdrawals and changes
• Prepare and distribute quarterly and annual contribution statements
• Establish and maintain procedures for cash handling by staff and volunteers
• Oversee the process of counting and depositing funds received during the week through worship services, special activities and the mail
• Annually order giving envelopes, assure distribution to the congregation and isue to new members
• Set up and maintain designated accounts for contributions
• Perform Monthly bank reconciliations for all church bank accounts

Accounts Receivable

• Keep accurate records in appropriate financial journals of all monies received
• Manage Accounts Receivables and invoice all parties monthly for lease, technology and childcare payments
• Oversee the reconciliation of the monthly bank statements and corrections ledgers

Payroll

• Process payroll and maintain payroll records
• Process information from payroll system to General Ledger

Audits

• Schedule and assist with the audit in any way requested
• Submit accurate financial records for annual audit according to church policy

Records and Support

• Maintain and store the financial records according to record retention policies
• Resolve ad hoc systems issues on church's data base and financial systems
• Per form PCI compliance activities to support payments processed by third parties
• Fulfill ad hoc requests for bankers and auditors
• Work with Stewardship Team for Annual Stewardship Campaign and other financial campaigns
• Work with financial institutions and advisors to ensure debt structures are the most effective and efficient to ensure debt reduction
• Montor incom from offerings and investments as well as expenditures with the Finance Committee. Work to establish effective policy for purchases, credit card use, etc.

Facilities Management

• Serve as staff liaison to Board of Trustees for facilities' issues and legal support
• Assist in general oversight and security of buildings and grounds maintenance, ensuring safe, clean and proper use of facilities to include regular inspection of premises for areas of need and concern
• Aid in development of facilities' usage policies and maintain the policies established
• Issue keys and fobs and maintain records
• Maintain an inventory of church property and equipment
• respond to office and ministry service and maintenance requests
• Manage all insurance policies and needs

Other

• Manage departments and staff as assigned, to include Communications
• Other duties as assigned

Job Type: Full-time

Pay: $53,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Chesterfield, VA 23832

Salary : $53,000