Church Administrator (Birmingham)

The Church Administrator provides front-office, administrative, financial, and operational support for the church, ensuring smooth daily administrative operations and a welcoming environment. This role serves as the primary point of contact for church members and visitors, clergy, staff, and vendors, and supports communications, facilities coordination, and general administration. The role also supports financial operations by maintaining accurate records and processing payroll, donations, and expenses.

Key Responsibilities

Front Office & Reception

• Serve as the primary receptionist, greeting visitors and responding to phone and walk-in inquiries.
• Maintain a welcoming, professional, and organized front office environment.
• Retrieve, sort, and distribute mail from the PO Box and on-site mailbox.

Office & Facilities Administration

• Monitor, order, and restock office and basic cleaning supplies.
• Coordinate vendors and service providers, including housekeeping, pest control, drinking water, building inspections, internet services, and security officers.
• Monitor for and coordinate ongoing building and property related maintenance needs.
• Assist with new property-related needs by coordinating vendors, scheduling services, and supporting logistics as needed.

Administrative & Clergy Support

• Enter and maintain church visitor information in church systems.
• Provide administrative assistance to Senior Pastor and other designated staff, including calendaring, correspondence, document formatting, data retrieval, and errands.
• Assist with new employee onboarding and office setup in coordination with leadership.
• Support diocesan reporting by gathering documentation and coordinating submissions, as directed. Printing, Communications & Scheduling
• Print and prepare weekly bulletins and other routine worship materials.
• Print and assemble reader books, binders, and materials for special services and events.
• Create, print, post, and maintain church calendars and schedules. • Assist with formatting, printing, and distribution of church communications and announcements.

Financial & Data Management

• Receive, record, and deposit donations and gifts on a regular schedule.
• Maintain accurate contribution records and prepare documentation for the church’s accountant.
• Assist in preparing and updating the church budget and tracking expenses against approved budgets.
• Receive vendor invoices, verify accuracy, and forward to the accountant.
• Prepare checks for benevolence and designated gifts and coordinate authorized signatures.
• Enter financial and personnel data accurately and maintain secure records.
• Maintain organized electronic and paper filing systems. •
• Coordinate with church leadership and external accountants to support audits, reports, and financial reviews.
• Ensure confidentiality and ethical handling of sensitive financial and personal information.

Payroll & Expense Processing

• Update payroll information, including employee changes and deductions.
• Process payroll for hourly workers in accordance with established schedules.
• Review, approve, and reconcile employee expense reports in alignment with church policy.
• Coordinate the collection and recording of church credit card receipts.
• Maintain payroll records and support required reporting.

Insurance & Benefits Administration

• Manage auto insurance documentation related to church vehicles, including periodic renewals.
• Maintain workers’ compensation records, including monthly updates and annual reports.
• Support health insurance administration, including maintaining employee enrollment records and coordinating with providers as needed.

Qualifications

• High school diploma required; additional education or experience in office administration preferred.
• Prior experience in office management, administrative assistance, or receptionist roles.
• Prior experience in bookkeeping, payroll processing, or financial data entry preferred.
• church or nonprofit experience preferred.
• Strong organizational, communication, and customer service skills.
• Proficiency with office technology, including email, calendars, printers, and document formatting tools.
• Proficiency with word processing/typing, accounting software, payroll systems, and spreadsheet applications.
• Ability to work independently and handle sensitive information with discretion and professionalism.
• Strong attention to detail, organization, and time-management skills.
• Dependability, flexibility, and alignment with the mission and values of the church.