FINANCIAL SECRETARY

(FULL TIME POSITION)

POSITION SUMMARY:

The Financial Secretary serves the church by providing effective financial data management and reporting support to
the congregation, Finance Committee, ministry leaders and staff. The Financial Secretary duties include, but are not
limited to, keeping records of member contributions and assisting with various projects that promote financial
accountability to the congregation through its pastor, elected officers, staff and designated committees.

SUPERVISION:

The Financial Secretary will report to the Operations Manager. In that person’s absence the Financial Secretary will
be responsible to the Senior Pastor. The Operations Manager will conduct annual evaluations and reviews of the
Financial Secretary’s performance and level of compensation.

RESPONSIBILITIES AND DUTIES:

1. Key weekly member contributions in ACS Financial databases and post transactions when figures/entries match
count sheet and or bank deposit. Prepare contribution proof list to be reviewed by operations manager for
accuracy. Post general ledger transactions, and directs cash and checks to Operations Manager for securing.

2. Collects & verify weekly count sheets, deposit slips, and tithing envelopes from Count Room and report tithes to
Treasurer on a weekly basis. Post copy of count sheet on bulletin boards in the church and office.

3. Perform year end closing procedures of contributions, general ledger and accounts payable modules. Reconcile
bank statements monthly and prepare draft report of income and expenses to be reviewed and finalized by
Treasurer.

4. Ensure accuracy of invoice/check request and or purchase orders. Prepare vendor invoices and check request for
review and approval by Operations Manager. Print checks for accounts payable from ACS Financial module

5. Responsible for tithing envelope program: Assign new members tithing envelopes as needed or requested.
Research discrepancies in members receipt of envelopes. File and archive tithing envelopes and vendor files for
easy retrieval of documentation. Rotate files/records annually.

6. Prepare for signature letters to contributors of checks returned for insufficient funds as needed; follow up with
contributor for payment arrangements. Prepare for signature donor and memorial acknowledgement letters as
needed.

7. Assist with accounts payables: match packing slips with invoices, receipts with credit card transactions, and
prepare mailing of payments as directed.

8. Track Media sales receipts, credit card purchases weekly. Maintain postage meter and replenish as needed.

9. Print and enter 1099s on contract labor or guest speakers in ACS

10. Rotate vendor files and invoices at year end and maintain vendor records for up to four years.

11. Photocopy count sheets, financial reports, invoices and other financial documents as needed or directed. Assist
with mass mailings and copy projects as needed.

12. Print and mail year end contribution statements; assist with year-end closing procedures.

13. Attend and participate in staff meetings. Work as a team player to maintain cooperative and effective working
relationship.

14. Perform other and similar related duties as required or requested.

MINIMUM REQUIREMENTS & COMPETENCIES:

• An Associate’s degree or its equivalent in executive office administration with a concentration in

bookkeeping/accounting.

• A minimum of two year’s office administration experience.

• Proficient in keyboarding. Expertise in Microsoft Office tools including Word, Excel, and Outlook to create and
maintain documents, spreadsheets, and databases.

• Excellent written organization and prioritization skills required with a high level of accuracy and discretion
essential.

• Ability to handle sensitive and confidential information

• Strong sense of urgency and ownership

• Ability to communicate positively with internal and external customers

• Ability to analyze data and work with numbers

• Clerical accuracy and proofreading skills.

• Strong organizational and time management skills

• Able to take direction, constructive feedback and deliver to expectations

• A self-starter who has the intuition and drive to pro-actively anticipate needs

PREFERRED REQUIREMENTS:

• Demonstrated Experience working in Religious or Nonprofit Organizations

• Familiarity with application of Internal Revenue Tax Code to Religious or Nonprofit Organizations

SALARY: Commensurate with qualifications and experience

APPLICATION SUBMISSION: To apply, please submit the following: a resume highlighting education and work
experience with employment start and end dates, and a cover letter highlighting achievements or past work products
that demonstrate applicant’s qualifications for this position. Finalists will be asked for a list of references.
Applications should be faxed to: 413-209-8181 Attn: Personnel Committee, St. John’s Congregational Church.