Finance Ministry Assistant Volunteer Staff

TITLE: Finance Ministry Assistant

REPORTING: Finance Manager

STATUS: Part-Time Volunteer Staff

POSITION DESCRIPTION

The Finance Ministry Assistant provides essential administrative and operational support to the Finance Manager, helping ensure Crossroads' financial resources are managed with absolute integrity, accuracy, and compliance. This volunteer staff role focuses on routine financial data processing, administrative upkeep, and cross-campus data tracking to streamline day-to-day accounting workflows.

By executing critical tracking and communication tasks that do not require full financial system access, this role serves as a vital administrative bridge between the finance department, campus pastors, and campus administrators.

CHARACTER

• A growing follower of Jesus who views administrative excellence, clear tracking, and stewardship as an essential ministry to the church body.
• Extremely discreet and trustworthy, maintaining strict, absolute confidentiality regarding all sensitive financial data, giving records, and staff accountabilities.
• Highly detailed and organized, possessing a natural affinity for accuracy, order, clear note-taking, and systematic record-keeping.
• A supportive team player who is teachable, works well with others, and enjoys working behind the scenes to help the finance team and campus staff succeed.

RESPONSIBILITIES

• Support Campus Financial Care & Tracking - Partner with local campus leaders to monitor the health of giving pathways. Help cross-reference transaction histories to highlight canceled, stuck, or unresolved items, ensuring our metrics remain accurate and families are cared for well.
• Maintain Administrative Data Logs - Support the regular aggregation of campus data, assisting with attendance numbers or detailed metrics required for the weekly quick report.
• Facilitate Campus Communication - Act as an administrative liaison by capturing accurate notes, action items, and financial follow-ups that need to be raised directly to campus pastors or campus administrators.
• Execute Limited-Access Administration - Complete essential administrative and clerical workflows that support the overall health of the finance department without requiring full or sensitive financial database access.

SKILLS AND COMPETENCIES

• Exceptional attention to detail and accuracy when working with numerical tracking and data logs.
• Strong written communication skills, with an ability to capture, organize, and pass along notes clearly.
• High professional maturity and an uncompromised commitment to confidentiality.
• Basic technology proficiency, with a comfort in spreadsheets (Excel/Google Sheets) and a willingness to learn basic church database tracking tools.

DUTIES

• Collaborate with campus pastors to identify and flag canceled transactions or transactions that appear to be stuck or unresolved.
• Assist in tracking attendance metrics and processing detailed data entries needed for the weekly quick report.
• Capture and organize clear follow-up notes and action items to be communicated directly to campus pastors or campus administrators.
• Perform other basic clerical and administrative tasks that support the finance department without requiring full financial software access.
• Sort, match, and log weekly ministry receipts and credit card statements.
• Scan and archive physical financial documents into the church's secure cloud storage.
• Assist the Finance Manager in compiling folder sets and logs for scheduled financial audits.
• Track and organize submitted Ramp Card Expenses and Accounts Payable Reimbursement Forms from campus staff for manager review.

QUALIFICATIONS

• Education: High school diploma required; basic coursework or experience in business, bookkeeping, or office administration is a plus.
• Experience: Demonstrated capability in data entry, tracking systems, or general office administration. Prior experience using basic spreadsheets is required; familiarity with church platforms (CCB, PushPay) is helpful but not required.
• Aptitude: High capacity for administrative task follow-through, clear note-taking, and organizational accuracy.
• Requirements: Signed confidentiality agreement. Full affirmation of the mission, vision, values, and beliefs of Crossroads.

WORK SCHEDULE

• Part-time volunteer position.
• Weekly hours are flexible but must be completed in a consistent, predictable mid-week block mutually agreed upon with the Finance Manager to keep weekly data processing on track.

WHAT SUCCESS LOOKS LIKE

• Proactive Pattern Detection: Transaction anomalies, canceled gifts, or stuck records are caught quickly through consistent communication with campus pastors, preventing ongoing donor experience issues.
• Accurate & Timely Reports: Attendance tracking and detailed weekly metrics are fully prepared and formatted for the quick report without delay.
• Clear Multi-Campus Communication: Campus pastors and campus administrators receive highly organized, actionable follow-up notes regarding local financial or data items that need their attention.
• Frictionless Support Systems: The Finance Assistant functions as a true partner to the Finance Manager, managing essential non-access workflows smoothly so the manager can focus on high-level strategy, policy, and compliance.