Administrative Assistant and Financial Secretary

IBC Part-Time Administrative Assistant and Financial Secretary

Principle Function

• Shall be responsible to Idlewild Baptist Church, the Senior Pastor, and the Personnel Ministry.
• Ensure church operations run smoothly by providing administrative support to the Senior Pastor, staff, members, and guests.

Qualifications

• Profess a personal faith in Jesus Christ as Lord and Savior.
• Support and uphold the mission, ministry, and doctrinal beliefs of Idlewild Baptist Church.
• Possess a minimum education of a high school diploma.
• Have at least two years of administrative, office, bookkeeping, or related experience.
• Possess strong written and verbal communication skills.
• Demonstrate excellent interpersonal and organizational skills.
• Maintain a high degree of discretion and confidentiality.
• Demonstrate proficiency with computers, internet applications, email, word processing, spreadsheets, and bookkeeping software.
• Preference given to applicants with a working knowledge of QuickBooks, Microsoft Office products (Word, Excel, Outlook, Publisher), Planning Center, Mailchimp, and Canva.
• Successful completion of a background check is required.

Administrative Responsibilities

• Provide administrative support to church staff, ministry leaders, members, and guests.
• Receive, respond and answer/redirect incoming communications.
• Maintain strict confidentiality regarding all personal, financial, membership, counseling, and health-related information obtained through church ministry and operations, except as authorized by routine job responsibilities.
• Communicate ministry, prayer, and member care needs to staff and church leadership as appropriate.
• Maintain open communication with staff and church leaders concerning ministries and activities.
• Utilize Planning Center to maintain church calendar and coordinate facility and vehicle reservations.
• Communicate facility reservation contract and renegotiation requests to the Senior Pastor and Trustees.
• Print and distribute printed church communications and ministry materials.
• Assist with church-wide email communications.
• Proofread official church communications.
• Provide guest and new member information to appropriate ministry leaders.
• Maintain membership records, LifeGroup rosters, and other ministry databases.
• Maintain electronic and physical filing systems for all church records.
• Order and manage office and ministry supplies.
• Coordinate facility repair requests and service appointments.

Financial Responsibilities

• Process approved purchase orders and maintain related records.
• Maintain organized accounting files and supporting documentation.
• Prepare financial information and supporting documentation for the church's outside accountant.
• Provide monthly bank statements, annual budget, and requested financial records to the outside accountant.
• Process check payments and maintain appropriate documentation.
• Perform banking transactions as authorized.
• Distribute monthly financial reports to the Finance Ministry.
• Prepare, submit, and maintain required tax forms and records.
• Assist staff and ministry leaders with budget-related information.
• Perform all financial responsibilities in accordance with church financial policies and procedures and with appropriate accountability measures established by the Finance Ministry.
• Responsible for administrative processing and recordkeeping of church finances, but does not independently authorize expenditures except as approved by church policy.