Parish Administrator

Grace Church

Utica, New York

 

Position Description

  Grace Church, Utica

 

Title:       Parish Administrator

Function: The Parish Administrator is a full-time employee responsible for the functions which facilitate the fiscal operation of the Parish, the functions related to the management of Grace Church facilities and office and to assist the Rector in the coordination and communication of all aspects of life at Grace Church, both within the Parish and in Grace Church’s relationship with the diocese and community.

 

Administrative and Fiscal Responsibilities

Serving as an assistant to the Rector, the Parish Administrator will be aware of and assist the Rector in coordinating all aspects of life at Grace Church, working in collaboration with the lay leadership of the Parish.  Serving as an accountant, bookkeeper, and office and facilities manager, the Parish Administrator has operational oversight of all financial operations including receipts and expenditures, pledge management, and budget supervision, and oversight of all office and facilities personnel and activities.

 

Responsibilities:

 

General Responsibilities

 

·         Assist in helping to execute and support the strategic plans and other goals set forth by the Parish.

·       Attending Staff meetings (as required), Vestry meetings (as needed) and the Annual Meeting of the Grace Church congregation.

·         Other functions mutually agreed upon by the Parish Administrator and the Rector.

 

 

Financial Responsibilities

·         The tabulating and recording of all pledge receipts and other offerings.

·         Maintenance of an accurate pledge and receipt ledger.

·         All banking deposits, withdrawals, and account oversight.

·         Payroll functions, including tax distributions and filing of reports

·         Oversight of payments relating to purchasing and other contracts.

·         The maintenance and reconciling of books as consistent with the annual budget

·         Preparation of monthly finance reports for the Vestry and Finance Committee

·         Preparation of required information for the Annual Parochial Report and other required annual reports.

·         Serving as the staff support person to the Finance Committee.

·         Preparing appropriate materials for the annual audit and assisting the Accounting Firm or the Audit Committee in the completion of that audit.

 

Administrative Responsibilities

Facility manager: coordinate facility use for all activities within the church and parish house.

Oversee all office functions, including supervising administrative assistant

Oversee sexton and building maintenance

 

Communications Responsibilities

·        Coordinate external parish communications

·        Coordinate internal communications: within the staff, between the staff and various groups and committees of Grace Church and with the parishioners of Grace Church.

 Website maintenance

 

Clerical Responsibilities

·        Keep the Parish Calendar.

·        Maintain and utilize parish mailing lists and email lists.

·        Work with office volunteers, providing them with detailed instructions and materials.

·        Answer the phone when administrative assistant is not in or is away from his/her desk. 

·         Perform other clerical tasks as assigned.

  Assign other clerical tasks to administrative assistant as appropriate

Supervision: The Parish Administrator reports to the Rector.

 

Requirements:

1.  Education and Skills

The person employed in this position will be a graduate of a recognized college or institution with a degree; such as in bookkeeping, not-for-profit management, accounting; or comparable experience in employment. Demonstrated familiarity with accounting principles and demonstrated experience in not-for-profit management and operational organization is desirable.

 

2.  The Parish Administrator will be expected to attend;

a)      Weekly staff meetings as required.

b)      Vestry meetings as needed.

c)       The Annual Meeting of the Grace Church Congregation.

d)      Meetings of the Finance Committee

e)      Other meetings as mutually agreed upon.

 

3.  Personal Requirements

The Parish Administrator will:

a)      be a team player

b)      be able to work among volunteers and others with varying skills and gifts

c)       have an appreciation for the traditions and practices of an Episcopal Church.

d)      be able to demonstrate flexibility to accommodate the variations which regularly occur in the schedule and practices of  a religious organization.

Supervision:       A Performance review will be held at scheduled periods

Hours may be flexible depending on meeting schedules. General office hours are Monday-Friday, 9:00-5:00