Executive Administrative Assistant/Treasurer

Job Title: Executive Administrative Assistant/Treasurer

Reports to: Senior Pastor

Hours: Part-Time (20-25 hours per week)

Location: Hilldale United Methodist Church, Clarksville, TN

Compensation: $15.50 - $17.00 per hour (based on experience and qualifications)

Position Summary:

The Executive Administrative Assistant/Treasurer at Hilldale United Methodist Church plays a critical role in supporting the pastoral staff and providing administrative and financial oversight to ensure the smooth operation of the church office and financial management. This dual role involves managing day-to-day office operations, coordinating administrative support, and ensuring accurate financial records and reporting in alignment with church policies and procedures. The Executive Administrative Assistant/Treasurer works closely with the Senior Pastor, church leadership, and the Financial Secretary to advance the mission of the church through effective administration.

Primary Responsibilities:

Executive Administrative Assistant Duties:

• Office Management:
• Oversee and manage the daily operations of the church office, ensuring an efficient and welcoming environment.
• Maintain the church calendar and coordinate facility usage.
• Handle correspondence, phone calls, and inquiries in a timely, professional manner.
• Assist with scheduling and coordinating meetings for the Senior Pastor and other staff members.
• Administrative Support:
• Provide administrative support to the Senior Pastor, including managing emails, appointments, and church correspondence.
• Prepare and distribute church bulletins, newsletters, and announcements in collaboration with the Director of Communications.
• Assist with the preparation of reports, documents, and presentations for meetings, including Church Council and Finance meetings.
• Track and manage membership records, including member transfers, baptisms, and confirmations.
• Volunteer Coordination:
• Manage volunteer scheduling for various church activities, including ushers, greeters, and special events.
• Provide administrative support to the Director of Hospitality and Care, ensuring volunteer management for hospitality-related ministries.
• Event Coordination:
• Assist in the coordination and planning of special events, worship services, and church functions, ensuring all logistical and communication needs are met.
• Support the Director of Hospitality and Care and other staff during significant church events such as weddings, funerals, and special gatherings.

Treasurer Duties:

• Financial Oversight:
• Oversee and manage the church’s financial operations, including bookkeeping, payroll, budgeting, and financial reporting.
• Work with the Financial Secretary to ensure timely and accurate processing of financial transactions, including contributions, deposits, and expenses.
• Prepare monthly financial reports for the Finance Committee, Church Council, and other leadership teams as requested.
• Collaborate with church leadership in the preparation and monitoring of the annual budget.
• Payroll and Vendor Management:
• Process payroll in accordance with legal and regulatory requirements and ensure payroll taxes and related filings are accurate and submitted on time.
• Maintain records of all contracts, invoices, and payments to vendors and contractors.
• Record Keeping and Compliance:
• Ensure all financial records are properly maintained and in compliance with church policies and relevant regulatory guidelines.
• Ensure timely reporting and submission of financial statements tx`o the Annual Conference, District, and other required entities.
• Maintain updated knowledge of best practices in financial stewardship and United Methodist Church policies regarding financial matters.

Collaboration and Teamwork:

• Attend staff meetings and Finance Committee meetings, providing updates on administrative and financial matters.
• Collaborate closely with the Financial Secretary, Director of Hospitality and Care, and other staff members to support the overall mission of the church.
• Provide leadership and training to volunteers assisting with administrative or financial tasks.

Qualifications:

• Strong organizational and multitasking skills, with the ability to manage both administrative and financial responsibilities.
• Knowledge and experience in bookkeeping, payroll processing, and financial reporting (experience in QuickBooks or other financial software preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with or willingness to learn Breeze Church Management System.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to maintain confidentiality and work effectively with staff, volunteers, and church members.
• Commitment to the mission, values, and vision of Hilldale United Methodist Church.

Education and Experience:

• High school diploma or equivalent required; college coursework in business administration, accounting, or a related field is preferred.
• Experience in an administrative or financial role, ideally in a church or non-profit setting, is highly desirable.

Compensation:

The hourly wage for this position is $15.50 - $17.00 per hour, based on experience and qualifications.

Work Hours:

This is a part-time role with a schedule of 16-20 hours per week. Availability for occasional evening or weekend meetings may be required.

Application Process:

Interested applicants should send a cover letter and resume to sprc@hilldaleumc.org.

Hilldale United Methodist Church is an Equal Employment Opportunity employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin or disability. If you have questions, please contact our human resource department at office@hilldaleumc.org