Covington First United Methodist Church Hiring for Church Business Administrator/Finance Manager Job at Covington, GA Full Time

Covington First United Methodist Church
Vision Statement of Covington First UMC

“Charged by God, with a passion to ensure the next generation of this community will have a relationship with Jesus Christ.”

JOB DESCRIPTION

POSITION: Church Business Administrator/Finance Manager

WEEKLY WORKING HOURS: 20+

The weekly working hours fluctuate depending on the demands of the day. Budgeting, End of the Year
Reporting and Tax Seasons are much busier times for this position than other times of the year. This position must put in as many hours as necessary both in the office and at home to fulfill all duties and responsibilities listed above.

MINIMUM WEEKLY CORE OFFICE HOURS: 15 (Monday, Wednesday, Friday)

STATUS: Part-time

EDUCATION, SKILLS AND EXPERIENCE REQUIRED:
The ideal candidate will have:

• A Bachelor’s Degree in Business/Finance

ACCOUNTABILITY: The Finance Manager will work under the supervision of the Senior Pastor.

SALARY: Commensurate with education and experience.

DUTIES AND RESPONSIBILITIES

General Bookkeeping

• Maintain accurate financial records and ensure that we are meeting or exceeding conference and government auditing and legal standards
• Run monthly Balance Sheet /General Ledger reports for maintenance and monitoring
• Input each year’s budget into the ACS
• Input each year’s new building and budget pledges
• Input each year’s new pastor and employee deductions
• Perform monthly journal postings entries as needed
• Research and locate discrepancies when needed between accounting software and bank statements
• Input all monthly journal entries as directed by CPA including entries for bank account interest, fair market value changes, etc.

Covington First United Methodist Church – 1113 Conyers Street, Covington GA 30014 – 770-786-7305
Revised 09/2022

Reporting

• Create financial reports/packages for Finance Meetings, Charge Conference, Administrative Council

Meetings, and End of the Year Conference Reports

• Create Weekly Financial Snapshot for Church Bulletin
• Report Financial Data in the form of Vital Records for the North GA Conference
• Create Weekly Financial Reporting for Pastors, Finance Chairperson and Stewardship Chairperson
• Create Weekly Memorial Report for the Memorial Secretary
• Create Monthly Financial Snapshot Report and Memorials for Informer newsletter
• Prepare files for monthly independent audit of expense documentation and monthly accountant’s audit/bank reconciliation
• Perform periodic financial analysis on projected income and expense to keep staff and church leaders abreast of the Church’s financial position

Supervisory Role

• Train and Supervise Financial Assistant
• Delegate Duties to the Financial Assistant to ensure that she remains familiar with Church Financial matters should she need to step up in an emergency
• Check and approve all Church bookkeeping entries made by Financial Assistant before entries as posted to General Ledger
• Update training manual for Finance Manager’s position as needed

Contribution Processing

• Responsible for overseeing/processing receiving, counting, and processing all cash, checks, stock and online giving contributions – generally 100-150+/- weekly contributions
• Count Special collections –fundraisers, trip payments, etc.
• Ensure that all entries are made accurately and to conference standards
• Stay up to date on tax law and determine when contributions are to be considered tax deductible as mandated by IRS and State of Georgia
• Make trips to the bank to deposit contributions when needed
• Transfer weekly online giving contributions to primary account and process those contributions in system when needed
• Prepare list of contributors and their addresses of whom have given financial memorial and honorarium gifts and report these to the memorial secretary for acknowledgements and to the church secretary for reporting in the church Informer when needed
• Produce and Mail Contributions Statements 2 to 3 times a year
• Design, order, and issue offering envelopes
• Maintain online giving webpage and update accounts as events come and go

Accounts Payable

• Responsible for overseeing/ processing all payments for purchases and services received – generally around 100+/- invoices per month. Ensure that all bills and expense vouchers are accurate. Resolve issues with companies and/or church work area purchasers.
• Review and Approve all accounts payables transactions o Monitoring pre-approval forms and matching them with invoices when they are received.

Covington First United Methodist Church – 1113 Conyers Street, Covington GA 30014 – 770-786-7305
Revised 09/2022

o Coding the invoices with the proper general ledger/budget accounts as directed by the proper staff, pastors or committee chairpersons. o Maintain payment schedule and ensure that bills are paid in a timely manner. o Ensure that staff credit card accounts are used properly and without abuse.

• Serve as the Church/District/Conference Financial Liaison by computing and submitting

Apportionments, Special Offerings, Pastors’ Pension and Health Plan payments to the District andConference.

• Compute yearly figures for Conference-required pastors’ pension and health plans
• Monitor budget and advise staff or committee chairpersons when their area is overspent for the time period.

Employees/Payroll

• Generate Semi- Monthly Payroll for staff and pastors – 30+/- employees
• Perform new employee processing – input them into Paychex portal
• Set up and Maintain Employee Files
• Enter all new or changing information in the Paychex portal including tax preferences, voluntary withholdings, deductions, direct deposit information
• Distribute W-2’s and 1099s and coordinate with Paychex
• Keep up to date with conference and government rules and regulations as it pertains to payroll
• Provide SPR committee with current or historical salary data when requested

Meetings

• Attend and Present Financial Reports at the Bi-Monthly Finance Committee Meetings
• Attend Bi-monthly Administrative Council Meetings and report the finances of the church when requested
• Attend Staff Meetings and Staff Retreats as required
• Attend Yearly Financial District Training and other training opportunities when needed
• Work with an independent CPA on a monthly basis to generate monthly finance reports for committee meetings.
• Work with Spot Auditors on a monthly basis to pull requested bookkeeping documentation

Budgeting

• Create, Copy and Distribute yearly budget request packages
• Assist Staff and Church Leaders in creating budgets of their ministry areas when requested
• Collaborate budget requests from staff and committee chairpersons
• Prepare yearly budget from requests and present the budget to the Finance Committee and

Administrative Council for approval

Account Management

• Maintain Church, Van and Workers Comp Insurance Accounts and Files. Correspond with Insurance

Agent on renewals, claims, changes to policy, etc.

• Gather statements for yearly workers comp audit
• Collect, Keep Running Total, Make principle and interest payments on Church loans or line of credit, if applicable
• Report Capital Improvement Campaign income and expense to congregation and finance committee

Covington First United Methodist Church – 1113 Conyers Street, Covington GA 30014 – 770-786-7305
Revised 09/2022

• Collaborate with Church Facilitator to keep records of all church contracts and report to Trustees of any renewal dates or changes to invoicing
• Manage Credit Card and Bank Accounts and communicate with the companies when potential fraud has been detected on accounts

Church Administrator’s Preschool Role

• Serve as a resource to the Preschool Assistant/Finance Manager
• Perform monthly bank reconciliations for preschool operating account
• Schedule independent monthly audits of preschool expense documentation
• Serve as backup to Preschool Assistant/Finance Manager and Input transactions into ACS, including tuition statements, payables, and receipts when needed

Security

• Uphold strict confidentiality with reference to contributions and employee files
• Keep secure files/keys/passwords/important church documents in locked file cabinet, church safe and safety deposit box
• Create policies to ensure proper spending and budgeting by staff and committees

EMPLOYEE ACKNOWLEDGMENT:
I acknowledge that I have received a copy of this job description and understand that it is my responsibility to read and understand it. I understand that this job description may be used as a tool to evaluate the performance of my duties. If I have any questions about this job description or my job duties, I understand that I should ask my supervisors, the Pastors.
This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification and addition as deemed necessary by the Staff Parish Committee and the Administrative Council.

Signature Date

Covington First United Methodist Church – 1113 Conyers Street, Covington GA 30014 – 770-786-7305
Revised 09/2022

Job Type: Part-time

Pay: $25,000.00 – $30,000.00 per year

Benefits:

• Paid time off

Physical setting:

• Office

Schedule:

• Day shift

Ability to commute/relocate:

• Covington, GA 30014: Reliably commute or planning to relocate before starting work (Required)

Education:

• Associate (Preferred)

Experience:

• Paychex: 1 year (Preferred)
• Accounting software: 1 year (Preferred)

Work Location: Hybrid remote in Covington, GA 30014