First United Methodist Church of Kalamazoo Position Description

Transcription

1 First United Methodist Church of Kalamazoo Position Description Title: Church Business Administrator Accountability: The position of Church Business Administrator (CBA) will be supervised by the Senior Pastor in collaboration with the Staff Parish Relations Committee (SPRC) with accountability relationship to the Senior Pastor and this committee. Purpose: In fulfillment of the mission of the United Methodist Church to make disciples of Jesus Christ for the transformation of the world, the CBA shall further the total ministry of First United Methodist Church of Kalamazoo. This position is responsible for developing, coordinating, facilitating, administering, establishing and maintaining a positive and effective administrative environment that supports the work of the church (and the facilities and property) and its pastors, staff and congregation. Relationship to the Church: The CBA position is a key position among church staff. The CBA will work collegially with the Senior Pastor and all members of the church staff, lay leaders, church members and the community in order to carry out the necessary business of the church in an efficient, connectional and harmonious manner. It is important that the CBA exercise talents in office and facilities administration, multi-tasking, computer competency, delegation, organization, attention to detail, and communication. Responsibilities and Duties: The Church Business Administrator is responsible for overseeing the care, upkeep and maintenance of the church building and its property to ensure a high level of daily functioning as well as smooth and efficient operations into the future. Administering the personnel and business affairs of the church and working with church members and staff to achieve the objectives of the church are also core responsibilities. The primary results expected from this position are: Productive and Motivated Personnel Effective Property Management Organized Administrative Affairs Effective Communications Strong Financial Management Servant-based Leadership Environmental Conditions Works primarily indoors Travel as required (less than 10%) Page 1 of 9

2 Qualifications and Identified Spiritual Gifts: The qualifications the CBA must possess for this position includes: Vital personal faith relationship with the triune God Ability to communicate well orally and in writing Collegial and collaborative work style with others Excellent interpersonal and relational skills Project management experience Human resources/personnel experience Aptitude/understanding of facility operations/mechanics Demonstrated organizational skills Functional knowledge of computer applications, the internet and social media Leadership and administrative skills in a team work based environment requiring supervision on multiple projects and tasks, coaching and empowering staff/volunteers and decision-making with vision in mind Strong analytical and problem solving skills with the ability to identify and provide recommendations for improving and documenting internal operating controls, processes and procedures for overall success Proven track record with administrative and supervisory experience Strong knowledge and proficiency in MS Office products to include: Outlook, Word, Excel, PowerPoint, desktop publishing (or other related software applications) Strong business/finance knowledge Education: The Church Business Administrator will possess a minimum of a Bachelor s degree from an accredited college or university (preferably in a business-related field). Certification (or working towards a certification) in an acceptable professional association such as the United Methodist Association of Church Business Administrators is also preferred. Physical and Mental Requirements Medium work requirement, with constant (more than 2/3 of the time) hearing, seeing and talking Frequent (1/3 to 2/3 of the time) balancing, carrying/lifting, climbing stairs, keyboarding, sitting/standing/walking, video display terminals Basic math skills; elevated reading; reasoning and writing skills; advanced speaking skills The following details are attached: Addendum A = Organizational assignments and relationships Addendum B = Key results and expected outcomes Addendum C = Specific duties and tasks of the Church Business Administrator Page 2 of 9

3 First United Methodist Church of Kalamazoo Addendum A: Organizational Assignments and Relationships Title: Church Business Administrator This addendum is part of the Position Description for the above staff position and describes the Church Business Administrator staff assignments and relationships to the church s organizational units and program areas. Organizational Assignments and Relationships Church Council Administrative Ministry Teams o Trustees o Building and Grounds o Finance Committee o Stewardship Ministry Team o Endowment Committee o Memorials Committee Communications Ministry Team Staff Supervision o Office Staff o Communications Staff o Custodial and Security Staff o Financial Assistant o Food Services Director/Cook o Volunteers Note; These assignments and relationships may be changed from time to time by the Staff Parish Relations Committee in consultation with the Senior Pastor and other members of the clergy/director staff. Goals In consultation with the Senior Pastor and the SPRC, the CBA will annually establish goals for the achievement of the responsibilities described in the position description of this staff position. Page 3 of 9

4 First United Methodist Church of Kalamazoo Addendum B: Key Results and Expected Outcomes Title: Church Business Administrator This addendum contains specific outputs (not inclusive) of the Position Description for the Church Business Administrator. Expected Key Results The Church Business Administrator is expected to produce: Productive and Motivated Personnel a. Well defined roles all know what to do to fulfill mission and responsibilities b. Policies that are communicated, written, followed and consistently enforced c. Workloads that are balanced and maximize the talents of each team member d. Opportunities for development and annual evaluations e. Informed employees re: health/pension benefits and other related policies f. Resolutions to problems and conflicts g. Empowered volunteers and increased volunteer-led ministries h. Positive morale among all staff and volunteers i. Appropriately and timely staffed building Effective Property Management a. Fully operational and well functioning, clean, safe/secure building, rooms and property that support church mission and ministries each day b. Adherence to state standards and up to date equipment that meet required regulations c. Routine maintenance schedule (oversight of custodial staff) d. Anticipated issues which are then brought to the appropriate committees (Building Committee, Board of Trustees, Church Council, Finance, etc.) in advance as much as possible e. Well maintained and always ready-for-use office equipment, kitchen equipment, vehicles, etc. Page 4 of 9

5 f. Well cared for electrical, plumbing, HVAC, other mechanical systems g. On-site childcare (First Care) that meets all regulations and has what is needed including pick-up safety policies and other security needs h. Well organized and accessible files on contractors and building resources to effectively ensure the above i. Flexibility to do what s necessary to keep grounds and building safe and secure whenever anyone is present Effective Communications a. Clear, timely and accurate communications to congregation, clergy, staff b. First Word, Around the Corner, Sunday bulletins on time with minimal errors c. Operational, appropriate and timely on-site video messages d. Needed information between clergy and staff e. Updated and user-friendly web-site, Facebook site and other electronic media f. Norms re: church structure, committees, appropriate approvals, input from others and communication with Senior Pastor is followed g. Collaboration & teamwork in all dealings; NOT isolation and unilateralism h. Communication handled with intent to understand through active listening, confirming and supporting relationships i. Ready access to policies, procedures, documentation, vendors, contractors, insurance and all information needed Organized Office Management a. Essential functions of administrative support for the church to maintain optimal productivity and professionalism provided b. Facility usage maximized to support programming without room/parking/kitchen, etc. schedule conflicts c. Satisfied groups which are welcomed, well-served, and safe during their event/function d. Anticipated needs, clear communications and resolutions to address issues in advance of function/events e. Resolved problems (i.e. minimal interruption to Senior Pastor, clergy and SPRC) regarding building and administrative operations. f. Building, staff, and supports (tools, supplies, equipment, furniture, a/v, etc.) to be meeting/program-ready. Page 5 of 9

6 Strong Financial Management a. Yearly budget that is proposed, managed, and met b. Financial processes to ensure adherence to legal and church requirements c. Opportunities to maximize financial resources, reduce unnecessary cost and improve the church s financial situation if possible are sought d. Financial decisions based on big picture thinking and astute handling of financial affairs Servant-based Leadership a. Programs facilitated with mission (Experience, Celebrate and Share God s Love), vision, Reconciling Ministries and other core values in mind b. Navigation and resolution of obstacles provided for requested ministry and programming c. Respect to everyone, and relates to Senior Pastor as the CEO d. Assistance for walk-ins as much as possible within established guidelines e. Welcome, openness and tolerance to those who come seeking support f. Supports clergy and congregation in their commitment to ministry Page 6 of 9

7 First United Methodist Church of Kalamazoo Addendum C: Specific Duties and Tasks Title: Church Business Administrator This addendum contains more specific details (not inclusive) of the Position Description for the Church Business Administrator. Expected Key Results and Responsibilities The Church Business Administrator is accountable for: Strong Financial Management (in conjunction with Financial Assistant) Overseeing procedures for receipt, handling, disbursal, and accounting for money in conjunction with Financial Assistant Working with the Finance Committee to implement appropriate budget and accounting systems, assuring that the Ministerial Staff and others with budget responsibility are aware of the expenditures and budget status Oversee system with Financial Assistant for maintenance of all financial business records. Access to pledge records limited to Financial Assistant and Senior Pastor onlyl Serving as purchasing agent and approving expenditures (but not necessarily doing all of the purchasing) Overseeing banking operations Maintaining a financial record system for the church and directing its operation General oversight of a charitable contributions record system for the church and directing its operation Working with the Stewardship Committee in planning and promoting the annual church stewardship campaign Working with the proper committee in planning and promoting any capital funds stewardship campaign Working with the Finance Committee to obtain or re-structure long or short term debt Preparing (and/or delegating the preparation) of financial information for committees and the church as needed or requested Maintaining a proper cash flow control to meet obligations Signing checks when it is not practical for the Church Treasurer to do so Co-signing checks as needed in absence of Senior Pastor Working with Finance Committee and Financial Assistant to schedule an independent firm of Certified Public Accountants to conduct an audit or review of the church s financial statements as deemed appropriate by the Finance Committee Page 7 of 9

8 Productive and Motivated Personnel Administering the Personnel Policies and Procedures of the church Administering the payroll for church employees Maintaining personnel records on staff Hiring and terminating general Support Staff in consultation with the members of the Clergy/Directors and SPRC for whom such Support Staff members work ( or will work if hired) Administering the performance evaluation system of the church Periodically reviewing wage and salary structures, personnel practices and welfare benefits, and making recommendations to the Staff Parish Relations Committee Complying with tax laws regarding the ministers tax-exempt housing allowance Assuring the church s compliance with federal and state labor laws Acting upon requests for leaves of absences in accordance with the Personnel Policies and Procedures Coordinating the vacation schedule Assuring all tax reports are accurate and timely filed Giving general direction to the weekday operation of the church office; supervising the secretarial, clerical, and office personnel as assigned Understanding the operation of and seeing to the maintenance of all office equipment Recruitment and supervision of an adequate number of volunteers for the church office or elsewhere as needed Oversees all facilities usage. Assures that appropriate facility policy and procedures are in place Organized Administrative Affairs Leading the church in planning, conducting, and evaluating a comprehensive business and/or strategic plan for the church Attending all appropriate and related church meetings Maintaining the church s Policies and Procedures Manual Participating in weekly staff meetings Working with the Wedding Coordinator Active and participating member of professional associations, such as NACBA Performing other duties as assigned by the Pastor Effective Property Management Directing the maintenance program of the church by supervising the custodial staff and working with the Building and Grounds Committee Administering policies and procedures concerning the use of all church properties, facilities and vehicles Assisting appropriate church committees in their work with architects, contractors, and others in evaluating, planning, building, remodeling and equipping church buildings. Overseeing the work of staff and organizations in coordinating the assignment of classroom and church facilities for meetings and activities Evaluating periodically the insurance needs of the church Operating the energy management system Overseeing the security of the church and surrounding property Page 8 of 9

9 Maintaining an inventory of church property and equipment Approving the loaning of church property Anticipating issues and bringing them to the appropriate committees in advance of crises Overseeing the direction and supervision of the church s kitchen and food service program Effective Communications Oversees the editing of the First Word newsletter with Communications Assistant. Overseeing the responsibilities of the major communication pieces for the church (weekly bulletins, Around the Corner, in-house TV video messaging, website, Facebook, First Word newsletter, annual reports for boards and committees, etc.) Ensuring that all conference, district and year-end reports are accurate and completed on time Being thoroughly familiar with all computer hardware and software being used by the church Serving as the principal instructor on operation of church computer systems Monitoring all computer equipment and having serviced, repaired or replaced as necessary Research new business procedures, computer techniques, financial programs and salary surveys Maintains the Church s internal telephone and voic systems and ensures that the staff and volunteers receive appropriate training and support Anticipates and plans for future needs for office equipment and supplies. Explores possibilities for same. Coordinates and monitors purchasing of all equipment, furniture, supplies and other items. Staying current of the latest computer technology which might benefit the church Servant-based Leadership Operating effectively with connectionalism, cooperation with structure/committees and decision-making processes Demonstrating can-do attitude in facilitating programming (makes clergy job easier) Showing empathy to all who request assistance Using good judgment when providing assistance and support. Committing oneself to the church and its people in actions, words, tone and demeanor Page 9 of 9