7/17/2017

Grace Financial Secretary

Grace United Methodist Church

North Augusta, SC

Position

Grace Financial Secretary

Purpose

To maintain a system of internal accounting controls for Grace United Methodist Church (Grace) to provide assurance that all transactions and accounts are executed in accordance with the Finance Committee and Senior Minister.

Position Status

This is a part-time position anticipated to range from 15 to 30 hours per week and to annually average 20 hours per week. The hours required vary based on the time of year with January-April requiring the most hours per week and May through August requiring the least. This position may grow as Grace continues to grow and provide more outreach. The use of responsible volunteers is not possible for this position as it is confidential and detailed in nature with expectations of accuracy and knowledge. An office within the Administrative Suite of the Asbury Building is occupied for this position and has a phone and computer service.

Qualifications

  • Must be willing to work in aChristianenvironment.
  • Must have accounting degree or comparable experience with a proven performance in administrative situations. (The degree may be waived in favor of experience and accounting background).
  • Must exhibit confidentiality, honesty, integrity, and professionalism.
  • Must be able to lift banker boxes containing files into storage room.
  • Must be able to accommodate theseasonal difference in required hours, and to work during the time the office is open (i.e. Monday through Friday from 8:30 am to 5:00pm). In consultation with the Senior Minister will establish regular days and hours for work.
  • Must be highly organized, detailed, self-directed, requiring little supervision and work in a team environment.
  • Must be able to communicate well to people in person, by phone, by e-mail, in meetings and remain sensitive to confidential information.
  • Knowledge of office management procedures of a complete computerized office, financial recording methods, and various software programs for accounting purposes (Microsoft Office and ACS general ledger experience preferred)
  • Must be able to work with people of varying backgrounds and maintain a sensitive and responsive interpersonal relationship with staff, committee members and congregation.
  • Must be able to attend Finance Committee meetings every other month on a Sunday.

Essential Job Duties

  • Financial Reporting – Ensure that the church monthly financial reports are available by the 2nd Sunday of each month. Maintain Not-for-Profit status, complete the annual internal audit process, report to the Aiken County Probate Court financials of specific endowments, complete and file any applicable tax forms, report to the SC Conference the Report of Annual Audit Committee on Finance and Charge Conference due 2/15, Audit Report to Annual Conference General Council on Finance of UMC due 2/15 (tables II, III, IV), report workers’ compensation audit report to insurance company, report to SC Conference the accounting spreadsheets of the North Augusta Salkehatchie camp and Fox Creek outreach.
  • General Ledger (“G/L”) – Open new accounts for committee and staff programs, manually enter annual budget into the G/L, record journal entries accordingly and accurately, complete the month end close, clear and close the year end closing of the books, support any sale or acquiring of church properties, support church campaign activities by keeping track of the campaigns’ financial activities, record and balance the (12) Endowment Funds within the G/L, prepare Misc 1099 forms, and balance the books monthly to distribute the monthly financials to staff program leaders, committee chairs and the congregation through the weekly newsletter.
  • Accounts Payable – issue accounts payable payments on a weekly basis by either check, direct payment or ACH transfer. Evaluate bills received for accuracy before payment and for charges to correct G/L account. All payables must accompany invoices and require approval by the Church Treasurer.
  • Banking – Be the point of contact with Wells Fargo Bank, SRP, and online banking. Ensure bank reconciliations are balanced in the G/L for all cash accounts, including the Pastor’s discretionary account. Petty cash box should be balanced and replenished as needed. Assume administrative responsibility for staff credit cards; this includes issuing new cards, monitoring charges and paying monthly balances due. Ordering bank deposit slips and checks, as needed.
  • Human Resources – Maintain payroll schedules and be primary contact to firm contracted to issue payroll vouchers (Payroll Plus Co.) to all church staff, including CDC, nursery workers and Kids Club workers. Issue payroll invoice to CDC’s Financial Director for reimbursement. Maintain personnel files for employees to contain background checks, any payroll change requests, job descriptions, resumes, changes to salary, evaluations and termination paperwork. Maintain all staff and pastor benefits, including vacation/sick pay, pensions, medical/dental/life insurance benefits, travel/mileage reimbursement, and pastor allowances. Assume responsibility of staff weekly timesheets. Work closely with Staff Parish Relations Committee (SPRC) when hiring a new employee, calculating and issuing staff year end raises and bonuses. Prepare annual W2 forms. Be familiar with and implement Grace’s “Policies and Procedures Manual”.
  • Communication – Meet and work closely year round with staff and committee chairs on their various budget and designated accounts to ascertain that they are within budget and spending appropriately. Attend weekly staff meetings and every other month Finance Committee meetings. Must be flexible with your daily work schedule to accommodate church members visiting you to discuss finances or simply needing to talk with someone. This would also include non-members seeking pastor discretionary financial assistance.Be a phone backup to our church secretary.
  • North Augusta Salkehatchie – Grace is the host church for the NA Salkehatchie camp. Each work site/house has a leader that keeps track of the bookkeeping for that work site/house. When completed, the bookkeeping is turned over to the Grace Financial Secretary for proper recording into the general ledger. A detailed spreadsheet is maintained and must be reconciled by the Grace Financial Secretary with matching receipts for each expense. An accounting of the camp’s activities is turned over to the SC Conference.
  • Church Treasurer – Provide financial reports on a minimum weekly basis. Support the church treasurer role by working closely and communicating via email, phone calls and office meetings on a daily basis regarding finance matters.
  • Church Administrator – Work closely with the church administrator regarding proper maintenance billings, vendors, renewals, acquiring or sale of church properties, contributions, deposits, campaigns, rental revenues and balancing revenues within the ACS financial accounting system.
  • Continuing Education – Must be flexible with work schedule to attend staff retreats and continuing education classes.

Cooperative Job Duties

  • Reports to the Senior Minister.
  • Works in conjunction with the Finance Committee, all committee chairs and other staff members to fulfill the purpose and essential job duties of the position.
  • Trains Church Secretary as a back up to issuing payable checks. Trains Church Administrator as a back up to processing payroll.
  • Provides reports to the Finance Committee and all other committees forpresentation to the Church Council on the finances of all ministries.
  • Attends and participates in weekly staff meetings and Finance Committee meetings to evaluate programs and make recommendations concerning additions, revisions, or improvement to all ministries at these meetings. Attendance at weekly staff meetings is not required when payroll is due on Monday morning or at year end when multiple reports and tasks are due. Note, every effort is made to attend staff meetings as this is a priority.