Financial and Administrative Assistant

Position Title: Financial and Administrative Assistant

Work Location: Round Rock, Texas

FLSA Status: Non-exempt, Full Time

Schedule: Monday – Friday (40 hours per week)

Benefits Eligibility: Insurance and Pension, PTO and Holidays

Staff Supervisor: Executive Administrator

Position Summary: Palm Valley Lutheran Church is a vibrant, multi-generational church located in northeast Round Rock. We have traditional and contemporary services in English and Spanish; Sunday and mid-week programs, small groups, and studies for all ages; and a growing Preschool program.

The Operations team is called to work in the spirit of Acts 6 – we do the “necessary tasks” so that our ministers and volunteers are free to do the work of preaching, teaching, and service. The Financial & Administrative Assistant works with other staff, members, and visitors, to provide a high level of customer service and financial accuracy. The ideal candidate will be enthusiastic, patient, and adaptable – this position requires the ability to remain calm and positive in an environment of high traffic, interruptions, and shifting priorities as needed.

Knowledge, Skills, and Abilities:

• Five years of administrative/office support, and AP/AR experience. Church office experience is strongly preferred.
• Highly proficient computer skills - including Microsoft office applications and QuickBooks online.
• Strong proofreading skills.
• Excellent communication skills and friendly disposition.
• Bilingual (English and Spanish) a plus.

Job Responsibilities:

Financial

• Count weekly offering with a second non-related staff member. Prepare deposits for bank drop or online deposit.
• Post individual contributions and record income/expenses. Work with the outsourced accountant to ensure funds are coded to the right accounts for giving and QuickBooks online.
• Manage memorial and special contribution records, including letters of acknowledgement.
• Manage credit card system – work with staff and outsourced accountant to add receipts and code transactions. Help staff select the correct budget line as needed.
• Collect payment requests and prepare checks from all accounts for signatures twice a month, or as needed if there is a time-sensitive request. Coordinate with treasurer and additional signer to schedule signing. Executive Administrator can sign checks if necessary.
• Track and code monthly invoices for payment or auto-payment.
• Provide monthly bank statements and other financial documents requested by the Treasurer for regular review.
• Keep track of gifts for Sunday flowers and coordinate with the florist.
• Serve as backup to the Executive Administrator for timecards and payroll processing.
• Annually – track and record estimate of giving cards during Generosity Month; send annual giving statements by end of January, or as needed by member request.
• Meet with the Audit Committee annually to assist with their review.

Administrative

• Greet visitors and answer phones as the primary support for the Receptionist.
• Answer questions and provide general information for members and/or visitors when possible.
• Assist with the pvlc@pvlc.org email account, and route or handle inquiries as needed.
• Prepare weekly events listing for maintenance and custodial staff.
• Keep up with Janitorial logbook including supply needs and special notes.
• Assist with coordination of childcare reservations for Sundays/events.
• Assist the Receptionist with tasks and training.

Serve as backup for the following:

• Update events in the church Calendar.
• Prepare bulletins for Sunday worship and special services.
• Order supplies as requested/approved.
• Inventory, organize, and order pantry supplies.
• Mail handling – going to the Post Office, checking onsite box, distribution.

Coordinate staff celebrations and special events/meals.

Attend weekly staff meetings.

All other duties as assigned.

Pay: $20.00 - $22.00 per hour

Benefits:

• 403(b)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have work experience in a church/non-profit? If not on your resume, please detail.

Experience:

• Administrative and Financial: 5 years (Preferred)

Work Location: In person