Congregational Administrator

Location

Nashville, TN | United States

Job description

Job Summary

First Unitarian Universalist Church of Nashville We are a community of adults and children with diverse spiritual orientations, who come from many different backgrounds. We invite you to come visit us and learn more about us. We seek to share a journey of spiritual growth and work together to find ways to live our faith in the world while respecting the right to freedom of individual beliefs. Our principles and statements of covenant and mission speak our most cherished values, both as part of a larger faith and as an individual congregation.Please visit our website at: https://www.firstuunash.org

Why Work at the First Unitarian Universalist Church of Nashville The First Unitarian Universalist Church of Nashville is a vibrant, growing church, that ministers to our members, our community, and our world. We gather to create community, nurture spiritual growth, and act on our values. Together, guided by reason and inspired by love, we celebrate diversity, confront oppression, and promote environmental and social justice.

Job Purpose The Congregation Administrator supports Church operations and should be familiar with the unique needs of a church, its administration, and the technology that supports effective church operations, including financial management. This position includes detail-oriented financial, building, event, human resources, volunteer management, and some staff supervision.

Job Responsibilities

Duties and ResponsibilitiesThe 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 that may arise during the position.

Management

• Supervise Custodian.
• Oversee and coordinate event staff (church event monitors and A/V technicians)
• Enroll and oversee office volunteers delegating responsibilities and involvement in an effort to build church community.

Basic Administrative

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

Human Resources

• Understand the specific human resources needs of a nonprofit church organization.
• Maintain historical and current personnel files with all necessary documentation.
• Work with the Lead minister and staff on updating job descriptions.
• Work with the Lead Minister in organizing the annual review process to ensure timely and accurate reviews.
• Oversee the onboarding process for new hires (e.g., assist in the orientation of new staff, run background checks on potential employees and contract workers, and complete all HR and benefits paperwork).
• Ensure new hires complete employee paperwork and submit them to necessary departments, and that documentation is added to Quickbooks Payroll (W4, I9, benefits, employee handbook acknowledgment, etc.)
• Serve on hiring teams, post ads, review resumes, run a pre-screening background check, and conduct interviews.
• Stay up to date with the Unitarian Universalist Association hiring/benefit protocols and communicate with the Finance Committee regarding updates.

Facilities

• Oversee functions related to the 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.
• Make all room reservations for external building use.
• Work closely with the Operations Council Chair on projects related to the facilities and grounds, including coordinating and communicating with vendors and contractors.

Database and Records Management

• Utilizing the Breeze database system, maintain church databases in collaboration with a Membership and Communication Manager.
• Create board packets in advance of monthly Board Meetings.

Financial

• Liaise with church and accounting firm staff and vendors; and assist church volunteers as needed.
• Meet on a periodic basis with the Treasurer.
• Reconcile deposits (when applicable), record and maintain records of all donations in Breeze received whether by offering plate, mail, credit card, or other electronic means.
• Reconcile the monthly “Share the Plate” donations for distribution to the recipient organizations.
• Review all incoming invoices, check requests, and staff credit card usage, ensure they are properly approved, and record them accurately and timely in Quickbooks Online.
• Gather hours worked and paid time off (PTO) from staff for bi-weekly payroll to ensure that payroll is processed timely and accurately.
• Oversee Administrator credit card as well as online supplies purchasing for staff.
• Manage virtual credit cards on Bill.com for paying recurring expenses and subscriptions. (Zoom, Amazon, Liquor License, etc.)
• Maintain records with the Unitarian Universalist Association for compensation and benefits.
• Maintain sensitive information in confidence.
• Maintain secure access to all internet access IDs and passwords.
• Ensure all financial records are securely archived in hard copy and digital versions.
• Assist with financial aspects of stewardship drive and fund-raising events.
• Assist with special projects in collaboration with the Treasurer.

Qualifications

• Bachelor’s degree in Business Administration, Finance, or related field.
• Experience in bookkeeping or accounting is required.
• Knowledge of accounting principles.
• Knowledge of and experience with database systems preferred.
• Must be extremely detail-oriented.
• Good oral and written communication skills.
• Ability to maintain confidential data.
• Quick learner.
• Able to organize and prioritize the use of time. Is an excellent multi-tasker with the ability to bring tasks to completion under time constraints and in an environment where there may be multiple interruptions.
• Experience and comfort in learning and using common technology and equipment, such as computers, copiers, faxes, and multi-line phones, to perform responsibilities.
• Intermediate level knowledge and skill in Intuit QuickBooks, Google Workspace, and Microsoft Office Suite Products including Word, Excel, Outlook, Publisher, and PowerPoint.
• Demonstrated understanding of and ability to use developed database programs to enter data, look up information, and generate reports, as this position requires the use of a church database system.
• Experience with Breeze software application is strongly preferred, though experience with other church management software would be helpful if no familiarity with Breeze.
• Able to work independently but is comfortable checking in or asking for directions when needed.
• Able to identify with a liberal church of diverse theologies, its congregation, and its membership.
• Must have means of transportation and appropriate insurance.
• Must be able to lift 20 lbs.
• Must have a clear background check.

Professional Expectations

• Have respect for the Church’s mission, purposes, and principles.
• Maintain a neat and organized office environment.
• Maintain neutrality and objectivity when discussing matters of concern within the church and respect the privacy of church members, keeping confidential matters to her/him/themself.
• Not be a member of the church.

Working conditions and physical requirements

• The employee will be able to set working hours with the approval of the supervisor but may be required to be available to work on an irregular basis, including evenings and weekends, and answer emails on an ad hoc basis.
• The employee may be allowed to work remotely at times with the approval of the supervisor.
• The employee must notify the supervisor of the intended schedule and must be able to work cooperatively with other members of the staff and with volunteers.
• While performing the duties of this job, the employee may be regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects, talk, and hear.
• Specific vision abilities required include close vision, depth perception, and the ability to adjust focus.
• The employee will normally work in a shared office but may be required to work in the church building at least one weekday during the week.
• The noise level is usually quiet in both the office and church building at these times

Additional Information

Benefits

Eligible for enrollment in retirement plan and health, life, long-term disability, and dental insurance plans.

How to Apply

Please send your current resume and cover letter to [email protected]. No phone calls, please.

Details

• Date Posted: February 27, 2024
• Type: Full-Time
• Job Function: Accounting / Financial Management
• Service Area: Religious
• Start Date: 04/22/2024
• Salary Range: $58,000+, based on experience
• Working Hours: Full-time Exempt Employee, 40 hours/week (option for hybrid work location)

Job tags

Salary