Position Title: Business Administrator
Reports to: Executive Pastor of Family Ministries
Supervises: Financial Secretary
ROLE SUMMARY: The Business Administrator works independently supporting ministries while contributing to both routine and significant internal projects and processes.
PRINCIPAL WORKING RELATIONSHIPS: The Business Administrator collaborates & serves internally with staff and interacts with external agencies (i.e. Payroll and Accounts Payable companies) while serving under the leadership and direction of the Executive Pastor of Family Ministries. This position works closely with Kingdom One staff regarding the financial policies and processes.
DUTIES AND RESPONSIBILITIES:
Leadership and People Management
- Lead with a servant’s heart, demonstrate genuine care and concern, while acting with integrity and humility (1 Peter 5:1-4)
- Monitor for and maintain separation of duties within the finance department for internal control purposes
- Maintain confidentiality of all financial information
- Leads and supervises weekly offering counting process that is coordinated by the Financial Secretary, and periodically perform spontaneous audits
- Works with staff to code expenses and review reports
- Communicates with department heads and credit card holders
Business Administration
- Review and audit reports from the Financial Secretary and report them to the Church Treasurer, Leadership Board, Finance Team and Kingdom One
- Secure monies not yet deposited in a safe, and monies ready for deposit in a tamper proof bank bag
- For Beachpoint and The Wave, review and code approved check requests, bills and reimbursement requests, and send them to Kingdom One
- Coordinate with Kingdom One on review of the monthly financial statement and assist in the follow up on uncategorized expenses
- Ensure monies are deposited to the bank within 3 days of receipt
- Depending on procedures done during offering processing, this position may verify deposit prep prior to taking to the bank for internal control purposes and separation of duties
- Oversee procedure to collect and record funds received other than through the regular offerings
- Produce year end giving statements for the prior calendar year by the end of the third week of January
- If quarterly statements are produced, same responsibility by end of third week following quarter end
- Liaison with Kingdom One for questions
- Review and code approved check requests, bills and reimbursement requests, and send them to Kingdom One [more details of duties to establish later]
- Authorized to print reviewed and approved checks as a backup to Kingdom One
- Check signer, requiring a second signer when signing.
- Coordinate with Kingdom One on review of monthly financial statement and assist in follow up on uncategorized expenses
- Maintain vendor list with log in credentials
- Primary/master administrator for Pushpay and Paychex Payroll
- Oversee and administer payroll processing, including
- Collaborating with HR team on new hires, changes and terminations.
- Training staff on time and attendance, including documenting procedures in a shared folder
- Training supervisors on reviewing and approving time and attendance, including documenting procedures in a shared folder
- Following up with supervisors to address missed punches and other exceptions prior to finalizing time and attendance submission to payroll
- Administering payroll module changes, review prelim payroll submission, notify Kingdom One to review prelim payroll submission at a high level, and submit payroll in accordance with the software service’s deadline.
- Prepare annual property tax exemption filings, property tax returns and other compliance filings for review by either Kingdom One or supervisor, and submit to governmental office on a timely basis
- Provide support for the annual workers comp audit
- Assist Beachpoint leadership and Kingdom One in annual budgeting process, and maintain budget in Quickbooks
- Provide timely and kind support to Beachpoint staff as they submit questions and information requests, including tracking and follow up of support requests
- Online banking administration [to firm up details of permissions and duties
Other duties as assigned
Desired Job Skills and Experience
Job Skills
- Must possess strong computer skills including typing/keyboarding (55-60 wpm), proficiency with spreadsheets, databases, and word processing software. Windows based software (Outlook, Excel, Word, PowerPoint, and Publisher). Willingness to learn new Business/Financial technology software or other skills (i.e. Wufoo, Google docs)
- Pleasant personality and proven ability to interact in a positive manner using a high degree of tact, diplomacy, discretion, flexibility and courtesy in gesture and speech.
- Demonstrated skills and techniques to recognize problems, issues and situations, and apply resourcefulness in finding appropriate solutions to mitigate potential negative effects. Ability to follow-through to ensure effective resolution.
- Strong organizational skills and attention to detail and accuracy, including excellence in oral and written communications to verbalize issues clearly and concisely.
- Self-motivated and flexible with demonstrated ability to work independently, think creatively, manage multiple tasks and use time effectively.
- Ability to recognize and maintain confidentiality as appropriate.
- Proficient in MS Windows operating system, mainly excel.
Desired Experience
- College degree in related field and/or 3-5 years relevant experience highly desirable, specifically in payables and payroll cycles.
Expectations of Staff:
- Christ-centered behavior at all times. i.e. treating people with dignity, respect, compassion and integrity.
- For all grievances, follow Matthew 18 and Ephesians 4:15.
- Successful completion of a background check.
- Pleasant and professional personality and appearance.
- Regular attendee of a Beachpoint Weekend service.
- Attendance at all Staff & Finance meetings, Board meetings as required (and events, as needed).
- Practices the Beachpoint value of generosity by regularly giving to the general offering as an act of worship. (II Cor. 9:6-8)
- Signed acknowledgement of the Beachpoint Church Statement of Faith.
- Adheres to policies and procedures as stated in the Beachpoint Church employee handbook.
Physical Requirements
Ability to function independently and ability to speak. Physically able to lift up to 25 lbs (with or without assistance). This position also may require long periods of standing up and walking.
Employment At Will