GLENNVILLE FIRST BAPTIST CHURCH
FINANCIAL SECRETARY
JOB DESCRIPTION
JOB SUMMARY: This position maintains financial and legal records, manages church income and expenses, orders supplies, registers children for camps, maintains vehicle records, requests background checks, schedules paid nursery staff, assists with annual tax records, and assists with preparing the annual budget.
HOURS: Monday – Friday 8:00 AM to 4:00 PM (with one hour lunch)
JOB DUTIES:
Maintain Church Financial and Legal Records
- Post all financial transactions to appropriate accounts in ACS computer program.
- Maintain records of all church bank accounts.
- Prepare end-of-the-month reports of income/expenses and send reports to the Church Treasurer.
- Balance checking accounts to monthly bank statements.
- Complete annual audits for insurance company.
- Maintain records of corporation.
- Get Worker’s Compensation Insurance proof from all non-employee workers.
Receive and Manage Church Income
- Receive all church income including tithes, special offerings, fundraisers, and online donations.
- Maintain confidential records including donations.
- Prepare deposits and deliver to local banks.
- Manage cash collection for Wednesday night meals. This often includes managing credit balances.
- Keep records for youth fundraising events. This includes managing individual student account balances.
- Keep records up to date for children’s camp payments. This includes contacting parents to advise them of payment status.
- Maintain records of contributions made “in memory of” or “in honor of”. Send out acknowledgement notes to donors and those that are honored or the families of those memorialized.
Make Payments and Keep Records of Payments for the Church
- Make and post payments for all church expenses.
- Maintain bank debit card. This includes making payments and providing it to others for payments as necessary.
- Prepare weekly payroll for pastors, office staff and custodian and monthly payroll for the organist, pianist, and nursery staff.
- Prepare, sign, and mail checks. Checks must have an additional signature. The financial secretary takes the checks to be signed by the secondary signee.
Order Supplies for the Church
- Inventory and order of all supplies including pantry items.
- Order Sunday school curriculum and distribute it upon arrival.
Assist Deacons and Clerk with Records and Meeting Preparation
- Receive, review, and suggest corrections for various meeting minutes.
- Put together documents for deacons’ monthly meetings.
Assist in Registering Children for Camps
- Provide parents with registration forms, medical release forms, and other documents required to attend camps and other events. This often takes numerous parent contacts to gather the required documents. Then make the reservations as soon as possible.
Maintain Vehicle Records
- Maintain all records on church vehicles (repairs, maintenance, registrations, etc.). Ensure that the required documents are in the vehicles.
Perform Background Checks
- Request background checks for all adults that work with children.
- Maintain these records and ensure they are current.
Schedule Nursery Paid Staff
- Schedule the nursery paid staff as required for Sundays, Wednesdays, and other special events.
Assist Church Treasurer with Annual Tax Records
- Provide the church treasurer with annual payroll reports. Pick up W2s and 1099s when complete and send them to the employees.
- Get W9 forms from non-employee workers.
- Print and distribute end of year contribution statements to donors.
Assist Budget Committee in Preparing Budget
- Meet with the budget committee to prepare the annual budget.
- Prior to meeting with the budget committee, check with the current vendors and inquire about the pricing forecast for the next year.
- Prepare a spread sheet after each budget meeting to capture the current budget progress.
- Print the budget documents for distribution as required.
Assist Others in Various Duties
- Perform duties related to church activities requested by pastors, deacons, committees, Sunday school teachers, etc.
- Be available to take calls and answer questions as necessary.