Congregtional Administrator

The following statements are intended to describe the general nature and level of work being performed by persons assigned to this job. However, these statements are not exhaustive and cannot anticipate all possible duties and requirements which may arise during the position.

   Management

1. Supervise Admin Team (Communication & Membership, RE & Worship Arts Tech. Coord.)
2. Supervise Childcare/Nursery Staff
3. Supervise Custodian.
4. Oversee and coordinate event staff (church event monitors and A/V technicians)
5. Enroll and oversee office volunteers delegating responsibilities and involvement to build church community.

Basic Administrative

1. Answer telephone cordially and take phone messages accurately.
2. Oversee various office projects and coordinate with church committees for special projects which may include purchasing supplies, printing, and mailings.
3. Order supplies as needed.
4. Oversee the function of all office equipment (e.g., copiers, phones, computers, fax, printers, etc.)
5. Oversee the use of building entry codes in conjunction with Membership & Communication Coordinator.
6. Oversee all campus key distribution and key policies.

HR

1. Understand the specific human resources needs of a nonprofit church organization.
2. Act as the office HR department and serves on the Personnel Committee as the staff liaison, communicating as needed.
3. Maintain historical and current personnel files with all necessary documentation.
4. Work with Lead minister and staff on updating job descriptions.
5. Work with the Lead minister in organizing the annual review process, working with staff and Personnel Committee to ensure timely and accurate reviews.
6. Oversee the HR functions of the church staff (e.g., assist in the orientation of new staff, run background checks on potential employees and contract workers, complete all HR and benefit paperwork).
7. Ensure new hires complete employee paperwork and submit them to necessary departments, and that documentation is added on Paylocity (W4, I9, benefits, employee handbook acknowledgment, etc.)
8. Serve on hiring teams, post ads, review resumes, run a pre-screening background check, and conduct interviews.
9. Stay up to date with the UUA hiring/benefit protocols and communicate with Finance Committee regarding updates.
10. Work closely with the Board Resources and Development Chair regarding complex human resources issues, including providing guidance, as needed, to comply with changing laws and anticipate and prevent workplace issues.

Facilities

1. Oversee functions related to use of the facilities. This may include explaining the church Rules of Use policies, showing facilities to potential users, scheduling events, and collecting facility user fees.

       2.    Oversee the scheduling of all rooms on church campus utilizing calendar program.

       3.   Make all room reservations for external building use.

Database and Records Management

1. Utilizing the Breeze database system, maintain church databases in collaboration with Membership and Communication Coordinator and update with changes in member finances.
2. Create board packets in advance of monthly Board Meetings.

 Financial

1. Liaise with church and accounting firm staff and vendors; and assist church volunteers as needed.
2. Meet on a periodic basis with Treasurer and collect monthly signatures on expenditure approvals
3. Reconcile deposits (when applicable), record and maintain records of all donations received whether by offering plate, mail, credit card, or other electronic means.
4. Reconcile the monthly “Share the Plate” donations for distribution to the recipient organizations.
5. Review all incoming invoices, check requests, and staff credit card usage, and ensure that payments are made accurately and timely.
6. Ensure that payroll is processed timely and accurately.
7. Ensure that all income and expenses are properly recorded through current and future bookkeeping processes.
8. Review bank records, providing cash flow reports, and notifying accountants and Treasurer of any issues.
9. Oversee Administrator credit card as well as online supplies purchasing for staff.
10. Ensure subscriptions are purchased annually (Zoom, Amazon, Liquor License, etc.)
11. Manage the credit card donation website(s) using Breeze database online giving and Stripe online giving through auction website Auctria.
12. Prepare and mail quarterly contribution statements to members and friends and annual tax notices to all donors.
13. Maintain records with UUA for compensation and benefits.
14. Maintain sensitive information in confidence.
15. Maintain secure access to all internet access IDs and passwords.
16. Ensure all financial records are securely archived in hard copy and digital versions.
17. Assist with financial aspects of stewardship drive and fund-raising events.
18. Assist with special projects in collaboration with the Treasurer.
19. Research and initiate virtual options of giving (Venmo and PayPal).
20. Run monthly budget reports to be distributed to staff and committees.