The Business Administrator performs all duties and responsibilities in a manner that supports the Church’s ongoing mission of nurturing disciples for Christ and the annual goals and objectives established by the Administrative Council.
The Business Administrator manages the overall business aspects of the Church with an emphasis on financial management and record keeping
Duties and Responsibilities
1. Manage all aspects of payroll, including bi-weekly payroll processing for Wesley and Wesley’s Bright Beginnings staff, and prepare and file quarterly payroll tax reports and annual W-2 and 1099 forms. Prepare annual wage report for Workers Comp policy.
2. Maintain all personnel files, track benefit use, and calculate and collect employee portion of insurance premiums.
3. Handle all account payable duties, including weekly processing of invoices, obtaining approval for payments and monitoring receipt of goods, maintaining files of paid invoices, researching questionable bills, and assuring budgetary compliance.
4. Handle cash management, including daily tracking of cash available in various funds and accounts, requesting transfer of funds as needed, and informing Finance Committee of cash needs.
5. Record pledges and contributions received, including stock and grain donations. Enter pledges annually for General Fund and UMW Fund, as needed for special campaigns. Record contributions for money received in weekly offerings and electronically, and issue quarterly statements to contributors. Work with Finance and Stewardship Committees regarding follow-up on campaigns.
6. Analyze reports to establish pledging and giving patterns, report trends to Finance Committee, and offer sharing solutions, keeping abreast of industry standards.
7. Prepare deposits for Music, Youth, and Education ministries and any other income received for Church business other than contributions.
8. Prepare monthly financial statements, including preparing journal entries, balancing bank statements, reconciling balance sheet accounts to sub-ledgers, printing financial statements, and distributing copies to various committees.
9. Serve as a critical staff resource person, using prepared financial information in monthly meetings with the Finance Committee and the Board of Trustees. Meet as needed with SPRC, Administrative Council, Stewardship Committee, Investment Committee, and other committees concerning financial issues.
10. Oversee the budgeting process, including such activities as scheduling and coordinating the timeline for the annual operating budget in conjunction with Finance Committee and Stewardship Committee, preparing forms for various committees and staff to complete, compiling information submitted into the final budget format, discussing necessary changes with various committee individuals, overseeing the development of the final budget, entering budget figures on the computer for financial statement comparison, and educating new staff and committee chairs on budget issues and format.
11. Stay current with technology needs, staff computers, and programs utilized; work with tech company retained by Church
12. Human Resources (HR) responsibilities:
• Keep aware of current and changing HR laws/regulations
• Assist with decision-making regarding employee benefits
• Act as a hiring conduit (provide a New Employee Hiring checklist to position supervisor and SPRC search team, collect and distribute resumes, secure and maintain new hire employment and tax forms, etc.)
• Assist the SPRC with personnel policies and issues, including recommending changes or needs.
13. Other administrative duties:
• Oversee purchasing of office equipment and supplies.
• Develop and maintain a record-keeping system for past years' financial records.
• Review, at least annually, insurance coverage for property and liability and recommend any necessary changes to the Trustees. Report and process insurance claims as needed.
• Oversee annual financial review or audit as determined by the Finance Committee.
• Compile and submit the financial portion of required quarterly and annual reports to the Conference office.
• Maintain various licenses required by the Church, such as CCLI, CVLI, worship streaming licenses, etc.
• Prepare recommendations for financial issues such as funeral meal costs, Wednesday meal prices, etc.
• Assist with finances during the annual rummage sale, including making periodic bank deposits on the day of the sale.
• Attend training as necessary and allowed by the budget. Maintain membership with The Church Network and support agreement with Church Windows (accounting software company).
• Back-up for other staff as needed.
Education Level: Bachelor’s degree in a business-related field (i.e., accounting, finance). CPA or equivalent business management experience desired.
• Strong administrative and organizational skills
• Effective verbal and written communications skills
• Ability to work effectively and independently at all levels of the Church
• Ability to multi-task and prioritize workload to meet deadlines and produce timely financial information.
• Commitment to professionalism in all working relationships with the staff and with external community contacts
• Strong supervisor abilities
• Bachelor’s degree in a business-related field (e.g., accounting, finance). CPA or equivalent business management experience desired.
• Strong interest in participating in continuing education opportunities when available through Church budgeting or other self-improvement programs
Computer or special equipment knowledge:
• Knowledge of Windows OS is required
• Ability and willingness to learn Church Windows software and to communicate with software providers as needed.
• Working knowledge of Microsoft 365 and its components
Additional Note: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.