Executive Administrative Assistant/Treasurer

$32,240 - $35,360/Yr

The United Methodist Church - Clarksville, TN

Part-time - Entry Level

Clarksville, TN

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Administrative Assistant/Treasurer at Hilldale United Methodist Church is responsible for supporting the pastoral staff and managing the church's administrative and financial operations. This part-time role involves overseeing daily office functions, coordinating administrative support, and ensuring accurate financial management in alignment with church policies. The position requires collaboration with church leadership to advance the church's mission through effective administration.

Responsibilities

• 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.
• 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.
• Manage volunteer scheduling for various church activities, including ushers, greeters, and special events.
• Assist in the coordination and planning of special events, worship services, and church functions, ensuring all logistical and communication needs are met.
• 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.
• 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.
• Ensure all financial records are properly maintained and in compliance with church policies and relevant regulatory guidelines.
• Attend staff meetings and Finance Committee meetings, providing updates on administrative and financial matters.

Requirements

• High school diploma or equivalent required; college coursework in business administration, accounting, or a related field is preferred.
• 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.

Nice-to-haves

• Experience in an administrative or financial role, ideally in a church or non-profit setting is highly desirable.

Benefits

• Part-time flexible hours
• Opportunity to work in a community-focused environment
• Experience in a church setting