The following Business Administrator job descriptions have been collected by XPastor over the years. Learn from these examples and incorporate elements as they fit your church style and polity. All have been used by permission.

Church Administrator of Trinity Baptist Church in Fairfield, Connecticut

Purpose of Position

The purpose of the Church Administrator is to organize information, manage team logistics, communicate information relating to the church calendar and building usage, and work toward keeping the day-to-day operations at Trinity organized and clear. Hours are 37 per week and the position reports to the Executive Pastor

Office Responsibilities

  1. Manage the church office.
  2. To offer a knowledgeable presence during office hours.
  3. To facilitate church communication networks: bulletins, phones, etc.
  4. To manage office policy enforcement: building use, bulletin boards, mailboxes, flyers, etc.
  5. Manage the flow of supplies.
  6. To facilitate and schedule building usage in conjunction with staff.
  7. To maintain and communicate the master church calendar.
  8. In conjunction with the Community Team and ministry leaders, update the Information Booth and alert volunteers to changes.

Staff Responsibilities

  1. The Church Administrator works to alert staff as to what’s needed and when in order for the organization to run smoothly.
  2. Manage office resources to support staff projects.
  3. Manage communications between staff and Operation’s representative regarding repairs, scheduling maintenance, usage, etc.
  4. Available for direct administrative support for the Senior and Executive Pastors.
  5. Oversee the church database (ACS) and its use.
  6. The Church Administrator plays a vital role in weekly staff meetings and helps communicate information pertaining to the church calendar, building usage, and other relevant information.
  7. The Church Administrator is responsible to oversee all paid office staff and volunteers. This should include scheduling individual time to help develop and coach the individual’s leadership and ministry development.
  8. The Church Administrator will work with the Worship Pastor to coordinate the necessary resources for Sunday worship.
  9. The Church Administrator is responsible to hold his/her staff accountable in their budget spending, time usage, and personal and professional relationships.

Ministry Strategy Responsibilities

  1. The Church Administrator is an integral part of Trinity’s leadership team. She will work in conjunction with the staff team in the yearly review of church ministries and overall church strategy.
  2. The Church Administrator is available as a resource to the volunteer leaders to help facilitate as able.
  3. The Church Administrator is responsible to perform the reviews and evaluation of all paid staff members who report directly to the Church Administrator on an annual basis and present annual goals for the following year to the Executive Pastor.
  4. The Church Administrator will participate in the planning of Trinity’s annual Vision Casting Night. Vision casting night is Trinity’s annual business meeting and presentation of each ministry’s direction for the coming year.
  5. The Church Administrator is expected to help coordinate and participate in Trinity’s annual Staff Retreat.

Communication Responsibilities

  1. The Church Administrator is responsible to provide weekly agreed upon staff summaries of the regular staff meeting to the Elder Team.
  2. In partnership with the Executive Pastor, the Church Administrator is responsible to “ring the bell” on issues related to the annual finance calendar, annual meeting, nominating team, annual vision planning or others that may arise.

Business/Human Resource Responsibilities

  1. The Church Administrator works with the church treasurer to facilitate the day-to-day business of fiscal responsibility. This includes overseeing the payment of bills, reimbursements, and the issuing of checks.
  2. Responsible to develop and oversee the office budget.
  3. Keep current on policies that affect church finances and alert staff.
  4. Insurance. The Church Administrator will work with the Executive Pastor to oversee, along with Trinity’s finance team, all insurance details for Health Insurance, Disability & Workers’ Comp, Property & Abuse, and Liability Insurance.
  5. Laws & Taxes. The Church Administrator is responsible to oversee, along with Trinity’s finance team, Trinity’s compliance with State & Federal Laws and State & Federal taxes.
  6. Staff Benefits. The Church Administrator is responsible to oversee proper records for staff vacation days, raises, and benefits.
  7. The Church Administrator will work in conjunction with the Executive Pastor to create, manage, and maintain all church policy handbooks. These handbooks will contain all appropriate policies and guidelines and will be made easily available to all staff.

Expectations

  1. The Church Administrator is to have a real relationship with Jesus Christ and is to be actively seeking a deeper relationship with Him. This belief should be lived out in such a way that it is obvious and real to those in the leadership of Trinity and the church family.
  2. The Church Administrator is to be a team player of Trinity Church.
  3. The Church Administrator will recognize that working with a team is essential to successful ministry. It is expected that he work closely with other staff members and develop a support team of volunteers made up of team players.
  4. The Church Administrator will be disciplined and diligent with his/her time, keeping a balance between home and work. Obviously there are exceptions in a work week. However, one’s family should not be sacrificed for the sake of the ministry.
  5. The Church Administrator is to spend time throughout the year developing her skills in ministry, developing her character, and sharpening her knowledge and understanding in ministering to people while fulfilling her role as Church Administrator.
  6. Professional review and development should occur through honest and ongoing feedback. Deliberate and meaningful conversations are expected with the Executive Pastor on at least a monthly basis. An annual evaluation of the Church Administrator will occur through the Elders in conjunction with the Executive Pastor and Senior Teaching Pastor.

Permission by Don Hay.

Business Administrator and Minister to Senior Adults of Stough Memorial Baptist Church in Pineville, North Carolina

500 in worship

Purpose

The Business Administrator serves in support of the Senior Pastor in the administration of the business functions of the church. He shall be responsible for the oversight of SMBC Facilities, Finances, Human Resources, Communications, and Information Services, working closely with the committees that serve in these areas. He shall also be responsible for providing care, support, counseling, participation, and organization to the overall Senior Adult Ministry of Stough.

Accountability

  1. This position shall be directly accountable to the Senior Pastor.
  2. This position shall be a team player, and will work in cooperation with other Pastoral Staff and Ministry leaders within the church.
  3. This position shall receive an annual review in June from the Senior Pastor.

Primary Areas of Responsibilities

Facilities

  1. Coordinate with Building and Grounds Committee to maintain all church property in good condition.
  2. Authorize necessary repairs to be done in the most economical manner and within the limitations of the church budget.
  3. Report to the Senior Pastor and appropriate committees any extraordinary maintenance required and make recommendations for action to be taken.
  4. Direct facility maintenance personnel to see that the church buildings and grounds are maintained to standards of cleanliness and appearance that benefits the status of this church in the community.
  5. Oversee the use of church facilities to groups or organizations approved by the Senior Pastor and coordination of the church’s master calendar.
  6. Work with the Church Use Committee to develop procedures and rules for the use of church property and oversee the adherence to these rules.
  7. Ensure an accurate inventory of all equipment (furniture, office equipment, fixtures, etc.)
  8. Keep abreast of all laws and regulations affecting church property.
  9. Oversee security of the grounds.
  10. See that all keys are kept secure and implementation of key checkout system.
  11. Responsible for Greeter Ministry.
  12. Responsible to supervise all hired contractors to assure the job is being done in a safe, timely, wise, and fiscally prudent manner according to the contract and in a least disruptive manner. Be sure all governmental permits have been secured and are honored.

Finances

  1. Act as liaison for all fiscal activities working directly with the Finance Committee.
  2. Supervise Financial Secretary in maintaining good accounting records.
  3. Assist in identifying budget line item overages, determining causes, and developing financial policies to assure adherence.
  4. Insurance planning, updating, and maintenance.
  5. Develop and maintain purchase order system.
  6. Initiate annual budget preparation. Track budget with department heads throughout the year.
  7. Ensure Sunday morning collection procedures are clear and secure.
  8. Ensure banking operations are managed properly.
  9. Serve as central purchasing agent for office supplies and equipment. For large purchases, perform price comparisons, secure bids, prepare proposals and provide recommendations.
  10. Provide final authority in any day-to-day purchases, investment and financial decisions.

Human Resources

  1. Act as administrative staff liaison between pastoral staff, pastor, and leadership team.
  2. Recruit, interview, hire, train, supervise, evaluate, and terminate support staff, including secretary, maintenance and janitorial in consultation with Personnel Committee and Senior Pastor.
  3. Oversee contracted personnel and special service personnel.
  4. Maintain current job descriptions for all staff members.
  5. Attend to circumstances where support staff performance is less than satisfactory.
  6. Coordinate volunteers as needed.
  7. Facilitate annual performance reviews for Ministry Support Staff and make recommendations for salary increases.

Communications

  1. Serve as Editor of church publications including, but not limited to: weekly bulletin, monthly newsletter, flyers, inserts, brochures, programs, booklets, etc.
  2. Track advertising costs and direct effective marketing plan.
  3. Oversee all printing, graphics, advertising, and public relations materials and programs

Information Services

  1. Oversee the Information Services and Technical Teams of the church.
  2. Develop Information Services plan for the church, including purchasing, installing, upgrading, and maintaining equipment needed to operate in the most efficient and cost-effective way possible.
  3. Set policies and guidelines for use of all church-owned computer and technical equipment.

Minister to Senior Adults

  1. Provide an organized program for Senior Adults in keeping with the purposes and values of the church.
  2. Care for and minister to the needs of Senior Adults, including hospital and nursing home visitation, counseling, and assistance when needed.
  3. Participate actively in Senior Adult fellowships and social activities.
  4. Develop programs for spiritual growth designed specifically for Senior Adults.
  5. Lead, support, promote, and develop the Senior Adult Ministry of Stough.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor.

Permission by Steve All.