Job Description

Church Administrator

The Church Administrator supports the daily ministry and operations of Bethany United Methodist Church by managing administrative workflows, financial documentation, facility scheduling, building services, regulatory compliance, communications, vendors, and tenant relationships. The position works closely with the Lead Pastor, church staff, ministry leaders, Trustees, Finance leadership, contractors, tenants, and members of the congregation. The Church Administrator is expected to exercise sound judgment, maintain confidentiality, respond calmly to changing priorities, and support the mission and ministries of the church.

Create, produce, and distribute postcards, holiday mailings, informational letters, funeral notices, and other church communications.

Maintain adequate supplies of paper, envelopes, and other office materials, and order replacements as needed.

Monitor cleaning supplies and communicate supply needs to the cleaning staff or vendor.

Use Microsoft Office and learn other programs required for security systems, accounting, Planning Center, and church operations.

Provide responsive and courteous administrative support to pastors, staff, ministry leaders, members, tenants, visitors, and vendors.

Manage the master facility calendar in Planning Center for all internal ministries, outside organizations, tenants, and special events.

Review and approve routine facility-use requests, resolve scheduling conflicts, and obtain the Chair of Trustees' approval for special or unusual requests.

Coordinate daily building use, room assignments, access, temperature needs, setups, cleanups, and communications with affected users.

Supervise the Sexton and coordinate the external cleaning company to ensure that the building is prepared, cleaned, and restored for worship, meetings, rentals, and special events.

Attend staff meetings, communications meetings, and other meetings necessary to coordinate church operations.

Review incoming mail and distribute materials to the appropriate staff or mailboxes.

Place routine donation checks in the safe and notify the pastors, Finance Chair, and Accounting when a check exceeds $2,000.

Safeguard qualified charitable distributions, required minimum distributions, and other retirement-account contributions; provide supporting copies to Accounting.

Process invoices received by mail or email by saving supporting documents as PDFs, selecting the appropriate account, preparing vouchers, maintaining the correct electronic files, and forwarding completed documentation to Accounting.

Supervise the Bookkeeper, coordinate the accounts-payable workflow, and help ensure that financial records and supporting documentation are accurate, complete, and timely.

Approve routine expenditures up to $500 within approved budgets and established church policies; obtain additional authorization when required.

Treat funerals as a priority over other scheduled events and promptly coordinate required calendar changes with church staff and affected facility users.

Create a special church-wide electronic communication with the approval of the presiding pastor.

Coordinate service times, building access, greeters, flowers, funeral-home arrival and departure, and other facility needs.

Coordinate custodial services before and after the funeral, unlock required doors, and adjust sanctuary temperatures.

Identify building and grounds needs and coordinate repairs involving plumbing, HVAC systems, boilers, split systems, rooftop or yard units, doors, windows, lighting, electrical systems, and related equipment.

Maintain facility permits, inspection reports, service records, contracts, and related compliance documentation.

Schedule and document required inspections, including the annual kitchen permit, annual elevator inspection and permit, annual fire-extinguisher service, semiannual fire-hood inspection, fire-department inspections, and boiler inspections.

Coordinate landscaping, pest control, fuel oil, stormwater systems, cleaning services, and other recurring building and grounds services.

Respond to facility problems and coordinate appropriate staff, contractors, or emergency services when necessary.

Solicit proposals, compare pricing, negotiate with vendors, and coordinate approved work for building, grounds, equipment, and regulatory needs.

Monitor vendor performance, scheduling, completion of work, invoices, insurance documentation, and contract requirements.

Meet with and evaluate prospective tenants or lessees seeking to use church facilities.

Administer tenant and facility-use schedules, payments, contracts, building access, operational needs, and ongoing communications.

Bring significant lease terms, unusual facility requests, or concerns to the Lead Pastor and appropriate church leadership for review.

Benefits:

Flexible schedule

Paid time off

Experience:

Administrative: 2 years (Preferred)

Ability to Commute:

Ellicott City, MD 21042 (Required)

Work Location: In person

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