Church Business Manager Job Description
Immediate Supervisor: Pastor
Supervises: Office, Kitchen and Maintenance Staff
Status: Full time, salaried
Basic Function: Within the framework of the core values of the mission
of First Baptist Church, the Church Business Administrator provides
stewardship, leadership and management of the business, financial and
facilities operations of the church, giving direction, support and supervision
to a three person clerical staff, a four person maintenance staff and a two
person kitchen staff in the implementation of the church’s plans.
Values/Motivators:
1. As a Christ Follower, seeks God’s will through worship, scripture,
discernment in Christian community, and prayer.
2. Values opportunities to be of service to others.
3. Values practical accomplishments, affirms and rewards others for
their success along with their investment of time, resources and
energy.
4. Flexible and collaborative in working on executive teams and
committees.
Core Competencies:
1. Servant leadership with supervisory skills and the ability to promote
a harmonious working environment.
2. Financial expertise with trustworthiness, integrity and confidentiality.
3. Well organized, detail oriented, with openness to learn new skills and
to accept guidance.
4. Excellent written and verbal communication skills including the
ability to present financial information to a non-financial audience.
5. Demonstrated capacity to manage people effectively.
6. Interpersonal communication skills and conflict resolution.
7. The ability to manage a consensus decision making process.
8. Basic computer skills and willingness to learn new systems
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Core Competencies Cont.
9. An understanding of property management and maintenance.
10. Understanding of food service and Health Department requirements.
11. Physically mobile and able to conduct complete safety, security, and
building inspections.
Preferred Education/Experience:
1. College graduate in business, finance, administration or other
acceptable combination of experience and degree.
2. Demonstrated experience in financial management.
3. Knowledge and experience in facilities management and maintenance
needs.
4. Experience in supervision of office staff and maintenance personnel.
5. Competence in computer systems including word processing,
electronic communications, accounting software and data base
management.
6. Active Christian church membership. FBC membership is not
required.
7. Knowledge of or willingness to learn food service operations.
Responsibilities and Duties: (5 Parts)
Part 1. Financial Management
1. Supervise and assist the Budget and Finance coordinator in the
receipt, deposit and disbursement of all church funds.
2. Maintain and improve the financial record system based on
generally accepted accounting standards and non-profit
accounting standards that are suitable for audit and in compliance
with state and federal record retention and tax regulations.
3. Oversee internal controls to protect the assets of the church.
4. Maintain a system to track donations by members and others with
annual reports to donors.
5. Monitor the assignment and use of church credit cards.
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Part 1. Financial Management Cont.
6. Manage weekend/night money collection and handling.
7. Oversee the purchasing process and vendor relationships.
8. Oversee the preparation of financial reports to ministries and
committees and insure that all tax reports are accurate and timely.
9. Insure that all taxes are paid on time.
10.Maintain a proper cash flow control to meet church obligations.
11.Work with church ministers, staff and committees to prepare an
annual budget. Monitor and report compliance with the budget.
12.Schedule regular audits of the church’s financial statements and
act as primary liaison with the independent auditors.
13. Ensure the accurate recording of wage employee’s work hours.
14.Oversee the payroll for church employees, including workers
compensation, Social Security, pensions, health insurance, 1099
tax forms and employee W-2 forms.
15.Attend Budget and Finance Committee meetings.
16.Evaluate insurance needs of the church and oversee the purchase
of liability and property insurance. Conduct annual insurance
review.
17.Assign authorizations for signatures on contracts, checks,
purchase orders, receipts, deposits, and withdrawal of money.
Part 2. Office and Personnel Management:
1. Supervise clerical, financial, and other office personnel. Conduct
annual performance reviews.
2. Oversee the use of church office volunteers.
3. Manage the recruitment and hiring of new employees.
4. Orient and train new employees, conduct exit interviews.
5. Assure compliance with state and federal labor regulations.
6. Manage employee schedules for vacation, sick time, and weekend or
absence coverage.
7. Schedule personnel to assist in preparation for events and programs.
8. Initiate and review background checks for personnel.
9. Develop a cross training plan for office staff.
10. Present annual performance reviews to the Personnel Committee.
11.Maintain ministerial staff vacation schedules.
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Part 2. Office and Personnel Management Cont.
12.Monitor the use of office supplies, copier and postage machines.
13.Oversee the purchase of office supplies and equipment.
14.Oversee operations and maintenance of computer systems, network,
office equipment, radios and telephones.
15.Ensure that adequate computer backups are routinely made.
16.Review documents, letters, and other publications produced by office
staff for proper form, grammar, and accuracy.
Part 3. Property Management:
A. Security and Safety
1. Oversee the building alarm systems, system tests and codes.
2. Serve as first responder for security alarms, assign backups.
3. Manage building keys and locks.
4. Conduct regular safety/security reviews with the Safety Team
5. Closely monitor the security needs as related to children.
6. Establish employee routines/checklists for opening and closings.
7. Maintain inspection records for boilers and elevators.
8. Conduct required safety procedure training and drills.
9. Assist the Fire Marshall with inspections and insure prompt
response to any deficiencies.
10.Provide training on procedures for handling unwelcome visitors,
suspicious or unruly persons on church property.
B. Building and Grounds Maintenance
1. Supervise all maintenance and custodial personnel. Conduct
annual performance reviews.
2. Manage employee schedules for vacation, sick time, and
weekends or absence coverage.
3. Schedule, design and oversee the setup of rooms, furniture and
equipment for regular services, events and meetings.
4. Schedule and oversee routine and special cleaning of the church.
5. Present annual performance reviews to Building and Grounds
Committee.
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B. Building and Grounds Maintenance Cont.
6. Conduct regular building inspections and initiate corrections.
7. Maintain an inventory of major church owned maintenance
equipment and tools.
8. With the Building and Grounds Committee, solicit and approve
service contracts and maintenance agreements.
9. Oversee the performance of contractors and repairmen.
10.Oversee and monitor building supplies purchasing and usage.
11.Manage waste disposal and recycling.
12.Ensure compliance with applicable building and safety codes.
13.Ensure that maintenance equipment is operable and safe.
14.Monitor operation and maintenance of church building systems
including HVAC, electrical, plumbing, and lighting.
Part 4. Kitchen Supervision
1. Oversee the kitchen staff and volunteers, including annual staff
performance reviews.
2. Manage employee schedules for vacation, sick time, absences, and
weekends in conjunction with the Weekday Ministries Director.
3. Present annual performance reviews to Kitchen Committee.
4. Oversee and monitor purchasing of food and supplies.
5. Insure up-to-date food safety and hygiene procedures are in place.
6. Conduct regular inspections for cleanliness, proper food storage and
handling for compliance with NC Health Department regulations.
7. Respond quickly to correct any deficiencies from Health Department
or other agency inspections.
8. Promote the training of kitchen staff in programs such as Servesafe.
9. Maintain proper operation of refrigeration, dishwashing, cooking and
ventilation equipment.
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Part 5. General Responsibilities and Duties:
1. Oversee church calendar booking: event coordination.
2. Oversee the bus and van calendar booking: transportation
Coordination. Maintain bus drivers CDL files and file IFTA Fuel tax
reports as required.
3. Maintain and distribute an up-to-date Policies and Procedures
Manual in conjunction with the By-Laws, Finance and Personnel
Committees
4. Train personnel and administer the church’s Policies and Procedures.
5. Develop detailed job descriptions for all employees and staff.
6. Coordinate with church committees as needed, primarily the Building
and Grounds Committee, the Budget and Finance Committee and the
Personnel Committee.
7. Maintain regular communication with the Weekday Ministries
Director and, as needed, the Weekday Ministries Committee, to
ensure evaluation and planning for maintenance needs and financial
planning related to the Child Development Center and Mother’s
Morning Out.
8. Preserve church committee meeting minutes, legal documents, and
historical archives including a library of building drawings, operating
procedures, and equipment manuals.
9. Obtain advice on legal, business and tax matters for the church and
pastors. Serve as the church’s representative in financial matters.
10.Select and manage church vendors, service contracts, and ensure the
use of the competitive bid process for goods, and services.
11.Ensure confidentiality of personnel information and accounting
records for the church, staff and members.
12.Maintain a professional personal appearance while representing the
church.
13.Work a full time schedule with availability for weekends and
evenings.
14.Assist pastors as directed.
Salary: commensurate with education and experience.