Administrative Coordinator (32 hours per week)

Confidential; California; On-site; USD 42,000 - 64,000; Full time

Job summary

Confidential in California seeks a Business & Administrative Coordinator to support church finances, communications, and office operations. The role emphasizes accuracy, independence, and collaboration with staff, committees, and the congregation.

The position involves financial recordkeeping, calendaring, newsletter preparation, website updates, and volunteer coordination. Strong organizational and confidentiality skills are essential for success in this hands-on role.

Qualifications

• Experience managing finances, including statements, ledgers, invoices, and budgeting.
• Strong attention to detail and accuracy in records and reports.
• Excellent organizational skills with calendar and document management.
• Clear, professional communication with staff, committees, and congregation.
• Ability to handle confidential information responsibly.
• Self-motivated and able to work independently and with others.

Responsibilities

• Prepare and analyze financial statements, reports, and forecasts.
• Maintain accurate financial records including data entry, journal entries, and GL updates.
• Manage accounts payable/receivable and process invoices, receipts, reimbursements.
• Reconcile bank statements and financial accounts for accuracy.
• Support budgeting, monitor expenses, and manage cash flow.
• Communicate financial information clearly to staff and leadership.
• Prepare correspondence, documents, and reports for Head of Staff.

Skills

Financial management

Attention to detail

Organization

Communication

Confidentiality

Independence

Tools

Microsoft Office

Google Workspace

Job description

Job Description

The Business & Administrative Coordinator provides comprehensive support in financial management, communications, and general office administration for the church. This role ensures the smooth operation of daily administrative tasks, accurate financial recordkeeping, and effective communication across staff, committees, and the congregation. Other duties as requested by Head of Staff. The ideal candidate will be detail-oriented, able to work independently, organized, and capable of balancing multiple priorities in a collaborative environment

Key Responsibilities

Financial Management

• Prepare and analyze financial statements, reports, and forecasts.
• Maintain accurate financial records, including data entry, journal entries, and general ledger updates.
• Manage accounts payable and receivable; process invoices, receipts, and reimbursements.
• Reconcile bank statements and financial accounts to ensure accuracy.
• Assist with budgeting, monitor expenses, and manage cash flow.
• Ensure compliance with financial regulations, tax requirements, and internal policies.
• Support internal and external audits by preparing necessary documentation and reports.
• Communicate financial information clearly to staff, committees, and leadership.

Administrative Support to Head of Staff

• Prepare correspondence, word processing documents, and reports as directed.
• Maintain the church calendar and coordinate with committees and ministries on scheduling.
• Organize and maintain church records, including Session Committee Minutes and policy manuals.
• Prepare the Session Binder for monthly meetings and archive meeting minutes promptly.
• Communicate pastoral care needs to the Head of Staff and relevant ministry teams.
• Assist in revising policies and procedures in the Personnel Handbook as requested.
• Perform additional duties as assigned by the Head of Staff.

Office Administration

• Provide general secretarial and administrative support to staff and committees.
• Manage email correspondence, filing, copying, scanning, and mail distribution.
• Maintain accurate and up-to-date entries in the FPCO master calendar.
• Oversee and train church office volunteers when available.
• Share responsibility for permanent church records with the Clerks of Session.
• Attend and participate in weekly staff meetings.

Communications and Publications

• Create, edit, and distribute the monthly Church Newsletter and weekly ePress.
• Update church website and social media platforms (Facebook, Instagram) regularly.
• Prepare weekly worship bulletins, worship slides, and announcements.
• Email copy ready, proof-read bulletin for lay liturgist, a/v tech, music director, organist, musicians, pastor each week
• Maintain and update letter boards and signage as needed.
• Design and order banners, posters, and other special materials for church events.
• Serve as liaison to IT alongside Property Liaison.
• Ensure timely, accurate, and consistent communication about church activities and events.

Office Operations and Facilities Coordination

• Open and close the church office during designated work hours daily; ensure building security at the end of the day.
• Answer and direct phone calls and emails to appropriate staff or committee members.
• Maintain office supply inventory; order supplies as needed.
• Coordinate maintenance and repair of office equipment, including copier service.
• Turn off all utilities upon the exit from the office, check/lock McAulay Hall, Sanctuary and Flippen outside doors.

Personal and Professional Qualifications:

• Managerial skills for small office setting
• Efficient, consistent, and timely completion of work
• Friendly and professional with other staff, visitors, and members of the congregation
• Organized with attention to detail
• Ability to keep confidentiality
• Punctual, honest and conscientious
• Self-motivated and ability to work independently, as well as to work well with others
• Excellent listening and interpersonal skills
• Gracious email and phone etiquette
• Detail-oriented editing skills
• Experience with artistic and creativ