Posted on Mon, Jan 23, 2012
Finance Secretary/Bookkeeper
Location: Honolulu, HI
Calvary by the Sea Lutheran Church & Preschool
5339 Kalanianaole Hwy.
Honolulu, HI 96821
General Description
Calvary by the Sea Lutheran Church is looking for a Bookkeeper/Finance Secretary who is responsible for the daily financial activities of the Church. The Bookkeeper/Finance Secretary will provide appropriate and accurate accounting services and records for the church according to the regulatory agencies through applied policies and procedures. This position is the bookkeeper for both the church and the preschool.
The bookkeeper's main duties include maintaining records including payroll, accounts payable and receivable, general ledger, bank accounts, monthly income statements and balance sheets, investment and other accounts, tax reporting, and individual contributor's giving statements and records.
The bookkeeper makes weekly bank deposits, records and acknowledges gifts given as memorials, prepares and mails giving statements to donors each annually, and performs other duties as assigned.
In the event of a capital campaign, the bookkeeper or Finance Secretary serves as the Campaign Administrator maintaining accurate campaign account balances, posts gifts to contributor’s giving statements, and creates balance sheets for the campaign. These reports will be presented monthly to the Council of Deacons (COD) and the information published weekly to the congregation.
The Finance Secretary is to accurately maintain the church data base and membership records to reflect changes in membership status, including but not limited to: births, deaths, marriage, divorce, name changes, membership transfers, associate memberships, and to identify members who are no longer giving contributions in order to remove them from church membership rosters.
The Finance Secretary is to provide year-end reports and projected new-year budgets for the purpose of publication in the Annual Meeting Report. The Finance Secretary also presents a list of members who are qualified to vote, reflecting also those who may not vote and the reason, and to distribute ballots, collect cast ballots and to store them.
Responsibilities:
Accounts Payable: Identify and post invoices to Accounts Payable module of Accounting software
Cut checks, obtain signatures and mail before the due date. Maintain a file of paid invoices.
Accounts Receivable: log in General Ledger and deposit. Post and deposit all incoming monies to proper accounts in a timely manner
Reconcile UI Wedding Income: UI Productions, Inc. is the sole Japanese wedding vendor and generates income bi-monthly. Wedding Deposit Checks must be reconciled against the church calendar and per the UI Report.
Monthly Balance Sheet and Income Statement: prepared monthly for the church Treasurer’s Report to the Council of Deacons.
Monthly Reconciliation of Bank Statements: Electronically reconciles bank statements to the general ledger.
Monthly GET Return: Calculate and file Hawaii State General Excise Tax return monthly.
Post Contributions: Post weekly contributions to individual records
Prepare and Mail Contribution Statements Annually and as requested: Annual Contributions Statements are sent once a year with the exception of special requests which may be as often as quarterly.
Assist the Parish Administrator and Treasurer in Preparing the Annual Budget
Update Bank Account Signature Cards as needed annually
Payroll: Payroll hours need to be compiled to submit online to the outsource payroll service bi-monthly.
The payroll needs to be picked up from the bank and checked for accuracy. Prepare a journal entry to separate church and school payrolls and make the appropriate transfers of funds from the schools bank account to the church to cover the payroll.
Membership: Enter members into the church electronic database, member files and in the written Congregational Record Book. Events such as: births, deaths, baptisms, marriages, and divorce are also entered into the same records noting any address changes or personal information. Membership files also contain activities such as committees or ministries the individual is involved in. Photographs are also stored in the data base and printed in the photo directory.
Business Correspondence: Finance Secretary sends letters of transfer and other correspondence to regulatory agencies as needed.
Regulatory & Parochial Reports: Finance Secretary compiles data and submits online the Parochial Report to the ECLA. Files misc. Tax Reports and other regulatory reports as needed.
School Finance: Identifies and enters invoices, maintains file of paid invoices. Handles Account Receivables in the form of monthly tuition checks, fundraising monies, gifts and misc. cash. Maintains an accurate payment record for each student, posts cash receipts journal (manual & computer, prepares bank deposits, sends past due notices when necessary. Electronically reconciles check statements, assists the Preschool Director in preparing the annual budget, and updates bank account signature cards annually.
Special Projects: As assigned by the Sr. Pastor and Parish Administrator. Also assists in tracking fundraising activities from both church and school.
Other duties: This position requires a car for weekly bank deposits and occasional errands with reimbursed mileage per the federal recommendation per mile. There are various CBTS staff team projects that this position serves on and performs.
Confidentiality: Due to the extremely confidential nature of annual giving and personal employee and membership information this position requires a high degree of confidentiality.
Qualifications
Education & Experience Requirements
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