Office Manager/Bookkeeper

Good Shepherd United Church of Christ

35 West Philadelphia Avenue 

Boyertown, PA 19512 

JOB DESCRIPTION

JOB TITLE: Office Manager/Bookkeeper 

JOB STATUS:            Hourly                                                    Full Time  (40 hrs/wk) 

                              (Salaried/ Hourly)                                                (Full Time/Part Time) 

SUPERVISOR: Senior Pastor  

JOB SUMMARY: The Office Manager/Bookkeeper is primarily responsible for the financial functions of the church, managing building use and rentals and general administration of the church. The Office Manager/Bookkeeper reports directly to the Senior Pastor and provides staff support for the church Treasurer, the church Financial Secretary and the Board of Deacons.  

JOB RESPONSIBILITIES:  

A)   Financial Systems: The Office Manager/Bookkeeper is responsible for maintaining all of the accounting and financial management systems of the church. These include: 

1.     Providing routine bookkeeping – Payroll, General Ledger, Accounts Payable & Receivable 

2.     Processing bi-weekly payroll, completing W-2 and 1099 annual filings, making quarterly benefits payments 

3.     Paying monthly state and federal employment taxes and quarterly local, state and federal employment taxes 

4.     Managing bank accounts, credit accounts, Subsplash on-line giving, service contracts & equipment leases 

5.     Printing and distributing annual giving statements and gift acknowledgements as needed 

6.     Generating financial reports for the Board of Deacons and Consistory monthly and other reporting as requested by the Senior Pastor, Treasurer, Financial Secretary, Board of Deacons and Auditors 

7.     Attending evening monthly Board of Deacon Meetings and evening quarterly Audit Meetings 

8.     Finalizing end of the year reports and closing of books prior to culmination of Annual Report (additional hours of work required); setting up new budgets in ACS for coming year; providing year-end payroll information for annual Workers Compensation Audit 

B)   Oversight of Building Use: 

1.     Maintaining the master calendar for the church 

2.     Insuring adherence to policies & procedures for building use/rental (forms, fees, keys, etc.) 

3.     Coordinating with the Sexton regarding setting-up, cleaning-up and equipment needs

C)   Office Administration: 

1.     Maintenance of office equipment, computers and software 

2.     Maintenance of church policies, membership database, permanent records and files 

3.     Managing staff credit card transactions and providing monthly credit card analysis report to Board of Deacons and  Consistory 

4.     Coordination of annual offering envelopes, increasing or reducing quantities as needed and making necessary updates in Realm 

5.     Providing bulletin inserts and coordinating lily, poinsettia and Christmas wreath orders; providing sponsor lists to Secretary to be included in Easter and/or Christmas bulletins 

6.     Performing Receptionist duties (shared with Church Secretary) – answering the phone and the door, preparing & sorting the mail; checking/responding to email and voicemail throughout the day, distributing general correspondence, providing back-up to the Secretary for ordering office and cleaning supplies, when needed

D)   Coordination of Communications: 

1.     Providing back-up to the Secretary for production of bulletins for worship, weddings, funerals and special events when using time-off benefits 

2.     Managing the production of the Annual Report with the Secretary; additional hours of work are required in order to meet the very tight deadline for distribution 

E)    Coordination of Denominational Relationship: 

1.     Completion of Conference and denominational reports 

2.     Meeting announcements and registrations 

OTHER EXPECTATIONS:  

•  The Office Manager will typically have regular work hours at the church between 8:00 a.m. and 4:00 p.m., Monday – Friday, although office hours for receiving visitors and accepting phone calls is from 12:00 to 4:00 p.m., Monday through Friday 

•  Comp time and additional hours may be arranged with the Senior Pastor when there are extraordinary demands made on the Office Manager/Bookkeeper’s time 

•  The Office Manager/Bookkeeper may arrange with the Senior Pastor to take personal time for church activities, visits to church members or attending funerals (this will not be counted as work time) 

•  Receive approval from the Senior Pastor or the Chair of the Board of Deacons before spending or committing to spend more than $250 on items not covered by the church budget 

•  Participate in annual performance review 

•  Other duties as negotiated with the Senior Pastor and staff team  

WORKER QUALIFICATIONS: 

A)   High School diploma or equivalent 

B)   Two to three years of work experience as an administrator/bookkeeper 

C)   Maintain confidentiality with financial and/or sensitive situations 

D)   Relate well to all kinds of people and to can easily set appropriate boundaries E) Excellent time management skills 

SKILLS NEEDED:  

A)   Basic accounting and bookkeeping 

B)   Computer Skills – Our primary platforms at this point are: Microsoft Office Suite, ACS accounting and Realm people database, Microsoft Office Suite: Word, Excel, and Publisher, Adobe PDF, Outlook, Gmail, Subsplash, and Facebook. We realize that software systems and communications platforms are constantly changing and new applications are emerging in ways we cannot anticipate. Our expectation is that the Office Manager can adapt to the changing landscape along the way, as new possibilities arise. 

C)   Ability to organize paper and electronic records, documents and systems.