CHURCH ADMINISTRATOR / EXECUTIVE MINISTER (Updated 10/29/2021)
Immanuel UMC - 2551 Dixie Highway, Lakeside, KY – www.immanuelumc.org
This person is responsible for the management of day-to-day operations of the church (including Lakeside Park campus, Boone campus, and administrative support to the Sonshine/KDO Preschools and the Immanuel School of Music) with primary responsibility for all financial issues and church operations, and secondary responsibility for the supervision of the Property Manager and properties. Responsibilities include but are not limited to: Serving as the primary staff support person for all finance/stewardship issues; Oversight of Property Manager; Supervision of non-ministerial employees and volunteers related to finance issues; Helping ministerial staff and lay leaders accomplish their goals for ministry by providing all necessary support related to financial, facility and equipment issues.
PRIMARY SKILLS, EDUCATION AND EXPERIENCE REQUIRED
This position requires a BS or BA degree in business related area and demonstrated business, management, and leadership experience in a profit or non-profit secular organization or a religious institution. Must understand financial management and Generally Accepted Accounting Principles (GAAP), and be proficient with accounting tools (e.g., Quick Books or other comparable business software). Must be proficient with Microsoft Word and Excel. Must be, or become, proficient with all Kentucky employment regulations and state and federal non-profit organization tax requirements. Must be or become a member of the National Association of Church Business Administrators (NACBA).
PRIMARY RESPONSIBILITIES
1. Supervise daily Financial Operations in keeping with goals set by the Finance Team and Church Council and the mission, vision, and values of Immanuel.
2. Supervise Property Manager and all administrative office staff* and volunteers (and other as assigned).
3. Provide reports, make recommendations to, and execute decisions of the Finance Team, Staff Parish Relations (SPR) Committee, Trustees[KNG1] , and the Church Treasurer.
4. Help all ministry staff and ministry teams in annual budget preparation and the execution of their budgets during the year, including the preschools and the School of Music.
5. Supervise financial stewardship initiatives under guidance of the Senior Pastor and Finance Team.
6. Supervise and manage IT computer systems and equipment needs.
7. Represent Immanuel to outside individuals and organizations that use the facility or do business with Immanuel.
8. Assist the Senior Pastor and lay leaders to ensure all church business is conducted in accordance with the Book of Discipline of the United Methodist Church and all applicable laws (local, state and federal).
9. Fulfill all other responsibilities as determined by the Senior Pastor, Trustees, SPR or Finance Teams.
WORKING RELATIONSHIPS
1. Report directly to the Senior Pastor and indirectly to the SPR, Finance and Trustees teams.
2. Supervise administrative office staff as well as outside vendors.
3. Meet with Immanuel’s bankers, investment counselors and other outside business partners as needed
4. Schedule and support annual church audit.
5. Meet weekly with the Senior Pastor to update him/her on ongoing issues and to receive direction.
OVERVIEW OF TASKS: This list is not all-inclusive and is intended to be a guideline. The Senior Pastor (and/or SPR/Finance/Trustees) may add to or modify as appropriate (items are not necessarily in order of importance).
Financial Operations
1. Ensure regular and timely financial reporting to Immanuel’s Finance, Trustees, Stewardship, and Endowment Teams.
2. Have a clear understanding of financial systems and help Finance Team by providing forecasting and analysis.
3. Ensure an effective system of internal controls and checks and balances are in place.
4. Ensure accurate and timely payment of invoices.
5. Ensure timely, accurate and confidential recording/reporting of member contributions.
6. Participate in meetings of the following Teams: Finance, Trustees, Stewardship, Endowment, Church Council, weekly staff meetings, Charge Conference meetings, as well as other meetings as directed by the Senior Pastor or SPR.
7. Facilitate requests by church leaders and Senior Pastor for budget and financial data.
8. Oversight of Estate Planning and Scholarship Programs.
9. Plan and coordinate annual audit with outside Accounting firm.
Reporting
1. Provide appropriate reports to SPR, Finance, Church Council, Endowment and Trustee teams.
2. Provide monthly review and reports for staff to monitor their budgets.
3. Reports include, but are not limited to:
a) Actual versus budgeted income and expense report, as well as events, capital and /or special project reports
b) Current and long-term debt positions
c) Attendance reports (for trend analysis)
d) Balance Sheets
e) Designated Funds Balances Report and Designations (monthly or as needed)
f) Denominational reports required for Charge Conference and end-of-year reporting.
g) Other fund balances (as needed)
Stewardship Initiatives
1. Provide resources, direction, scheduling, planning and encouragement for annual financial stewardship campaign (in cooperation with the Senior Pastor or their designee).
2. Provide resources to those responsible for education related to stewardship.
3. Ensure systems and related documentation are in place to monitor the effectiveness of stewardship initiatives.
Staff Related Issues
1. Provide direction, instruction, support and timely evaluation to staff members under his/her supervision.
2. Schedule work hours as appropriate.
3. Maintain Paid Time Off (PTO) records for all staff members and ensure compliance with personnel policies.
4. Ensure payroll is accurate and distributed in a timely manner for all paid staff.
5. Ensure benefits are provided to employees as directed by SPR.
6. Provide all staff with information and orientation regarding compensation, benefits, policies and procedures.
7. Make recommendations to SPR regarding compensation, benefits, policy or procedural changes.
8. Communicate to staff any compensation, benefits, personnel policy and/or procedural changes made by SPR.
9. Ensure Immanuel’s personnel policy is accurate and reflects the latest SPR decisions related to policy.
Property Issues (in conjunction with Property Manager)
1. Oversight of Property and Liability Insurance.
2. Oversight of security, signage, and web services.
3. Present facility use requests to staff meeting for consideration.
4. Provide direction to Property Manager for needed repairs and maintenance of church facilities and equipment.
5. Ensure housekeeping resources are in place to attend to daily, weekly, monthly and annual cleaning of the the facilities. This includes set up and tear down to accommodate scheduled ministry programs.
6. Ensure compliance with Safe Sanctuaries policies (child abuse prevention).
7. Oversight for IT systems to ensure proper maintenance of computer systems and networks, email and phone systems, and office equipment (includes supervision of consultants and technicians hired to perform maintenance).
8. Collaborating with staff and appropriate ministry teams to negotiate contracts.
Miscellaneous
1. Responsible for accurately administration of payroll and benefits exceeding $1.9 million annually.
2. Will be authorized as a check signer for the church (two signatures required).
3. Works at the direction of the Senior Pastor on disbursements from the Pastor’s Helping Hand Fund.
IMMANUEL CHURCH ADMINISTRATOR / EXECUTIVE MINISTER (October 29, 2021)
ADDENDUM
SPIRITUAL QUALITIES
1. Must be a growing Christian, deepening his/her personal relationship with Jesus Christ, as Savior and Lord, and modeling this faith relationship to others (1 Timothy 3:1-13). This must include a visible commitment to prayer, submission to the authority of Scripture and dedication to living out the truth of God’s Word (2 Tim 3:16).
2. Must have a calling from God to serve in the ministry of the local church.
3. Desirable spiritual gifts: administration, service, helps, encouragement, faith and leadership.
4. Must be willing to support realization of the church’s vision, mission, core values and biblical priorities.
PERSONAL QUALITIES
1. Must be a teachable, team player able to work positively and constructively with staff, lay leaders and volunteers.
2. Must respect the authority of the Senior Pastor and lay leaders of the church.
3. Must handle conflict resolution with excellence (using biblical model outlined in Matthew 18:15-17 as a guide).
4. Must possess, and continually develop, strong interpersonal skills including oral and written communications.
5. Must be a person who is a self-starter and strategic thinker, able to multi-task and work independently.
6. Must be able to delegate and equip people to do projects related to finance needs.
7. Must demonstrate emotional maturity, trustworthiness, confidentiality and honesty.
8. Must interact with others with kindness, congeniality, integrity, Christian love and compassion.
Compensation and Benefits
1. Annual Salary range $60,000 - $65,000 (based on experience). This position is a full-time salaried position.
2. Health insurance benefits (single) are included.
3. Family insurance benefits can be offered in lieu of portion of salary if needed.
4. Dental and vision coverage is available with health plan (at your own expense).
5. If this position is filled by an ordained clergy person all applicable tax benefits will be supported.
6. The church offers a 3% pension match (for lay staff members or non-UMC clergy)
7. References, both personal and professional, will be required at the appropriate time. Please be prepared to provide contact information for your references upon request.
8. Typical work week is 40-50 hours – M- F (as needed). Sunday morning involvement may be included in lieu of a half-day off on other day of the week (as needed).
9. PTO will be negotiated as part of hiring process.
10. Must submit to both a criminal background check and a credit check.
11. Hiring process may include use of personality profile / assessment tools (e.g. PLACE, DISC, Enneagram, etc.)