What are the responsibilities and job description for the Administrative/Financial Assistant position at First Presbyterian Church?
Administrative Financial Assistant
GOAL: The purpose of this position is to provide support for orderly execution of the church’s various functions and ministry. The Administrative Assistant is often the first line of contact between the church and others.
DRESS CODE: The dress code for church office activities is business casual.
GENERAL DUTIES: The Administrative Assistant is an assistant to the Pastor and serves as Financial Secretary to the church. Duties include but are not limited to:
1. Scheduling of events and organizational programs in the church facilities in consultation with the rest of the church staff.
2. Maintaining and publishing the church calendar.
3. Correspondence and the distribution of mail.
4. Responding to telephone messages and voice mail.
5. Oversight of office equipment and telephone services.
6. Assisting with church publicity such as the newsletter, mailings and bulletins and webpage.
7. Ordering of office supplies and materials requested by programmatic units of the church.
8. Preparation of minutes and agendas for meetings for the Session, its Commission, Deacons and other organizations.
9. Keeping an up to date filing system.
10. Maintaining of membership files and official records of the church along with any other files necessary to orderly management of the church.
11. Maintenance and operation of the church’s computers and software system, fax machine, and other office equipment.
12. Arrange for volunteer to supervise the church office when on vacation or study leave.
13. Maintain records of all loaned out property (i.e.: supplies, equipment, keys).
14. Prepare certificates for ordination, installation, baptism.
15. Prepare letters of transfer/new member reception.
16. Order communion and other worship supplies.
17. Postcards and calls to remind people of upcoming events.
18. Deal with transients and those needing assistance including the food pantry.
19. Supervise the Custodian.
FINANCIAL SECRETARY DUTIES:
· Maintain records of the following accounts:
General Checking, General Fund Savings, Memorial Fund Savings, Special Fund Checking, and multiple Investment Accounts.
WEEKLY:
· Recording, reporting, and banking of all receipts which come to the church. The Administrative Assistant will always be assisted by a church officer when recording offerings.
· Process Accounts Payable invoices, approved checks for signatures, mail payments, and file documentation.
BI-MONTHLY:
· Prepare mid month payroll
MONTHLY:
· Prepare month end payroll
· Prepare tax reports and file payments online.
· Prepare financial reports on all accounts for Session.
· Participate in meetings as member of Administrative/Finance committee.
· Prepare contributions to Fidelity for Employee Retirement Accounts.
QUARTERLY:
· Prepare and file 941 tax reports.
· Prepare and mail quarterly contribution statements.
· Report activity on New Covenant and Presbyterian Foundation Accounts as it is received.
BI-ANNUALLY
· Prepare and file CRS-1 (NM tax) report and payment.
ANNUALLY:
January:
· Prepare and mail employee W-2 forms.
· Prepare and submit church W-3 forms and federal W-2 copies and reports.
· Prepare and mail yearly contribution statements.
· Collect pledge cards and work with Administrative/Finance Committee on upcoming year’s budget.
· Prepare and copy Annual report for congregational meeting.
· File corporation reports with New Mexico Taxation and Revenue for First Presbyterian Church and Showers of Blessing.
WORK ENVIRONMENT: This position is based in our office environment, which observes a business casual dress code. Slacks can be worn along with sweatshirts, blouses, or shirts. Refrain from wearing political statements, endorsements, or offensive language at work or church functions.
.JOB RELATIONSHIP: the Administrative Assistant is responsible to the Pastor and Session. The Administrative Assistant serves as supervisor to the custodian.
CONTINUING EDUCATION: The Administrative Assistant is encouraged to enroll in continuing education events related to the work of Administrative Assistant. Membership in the Administrative Personnel Association is encouraged.
ANNUAL REVIEW: The Administrative Assistant will meet annually with the church’s Personnel Committee for a performance review and salary requests.
Job Type: Part-time
Pay: $15.00 - $20.00 per hour
Expected hours: 20 per week
Work Location: In person
Salary : $15 - $20