Catalina United Methodist Church has been serving Tucson for more than 100 years. We are known for our music program and our service to the community. We are an affirming/reconciling congregation and looking for a staff person who can join our team. The target start date is between September 21st and October 5, 2026

POSITION TITLE:

Office Administrator

IMMEDIATE SUPERVISOR

Senior Pastor

FLSA STATUS

Exempt

HOURS PER WEEK

40

Principal Function:

Support and advance a sustainable office ministry at Catalina United Methodist Church and serve as bookkeeper.

EDUCATION AND/OR EXPERIENCE

Associate degree in Business Administration or Accounting. Bachelor's degree or greater preferred. Three years experience with office administration and bookkeeping or more preferred. Experience managing others. Experience in a church setting preferred.

Observable Qualifications:

• Team player with effective interpersonal and relational skills.
• Strong verbal and written communication skills.
• A self-starter—highly motivated.
• Understands position as a part of the overall ministry of the church.
• Microsoft Office experience, including Excel, Publishing software, Microsoft Word, Power Point.
• Experience with Church Management Software Breeze and QuickBooks.
• Attention to detail in composing, typing, and proofing material, while juggling multiple competing tasks/demands, establishing priorities, and meeting deadlines.
• Effectively handle sensitive and confidential information or situations. Position requires high degree of diplomacy, discretion, professionalism, and confidentiality.
• Interact and communicate respectfully and effectively with visitors, pastors, staff members, and church members.
• Strong motivation to learn with a desire to grow in their skills.
• Willingness to learn new technology and additional office skills.
• Ability to work cheerfully with volunteers and effectively delegate tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Answer phones and greet visitors a. Retrieve messages in a timely manner, communicate messages to other staff and leaders as needed. b. Update outgoing phone message to share worship times, special events, holiday messages. c. Work with volunteers and be sensitive to their needs, often being proactive about emergent situations. 2. Coordinate and maintain church calendar a. Make sure all events, church and outside groups, are on the church calendar in Breeze. b. Communicate assignments to relevant staff or volunteers based on the events on the calendar. c. Weekly oversee and share with the Custodian and Maintenance Coordinator their responsibilities for the upcoming week. d. Assign appropriate staff or volunteer to each event, whether outside group or church group, to make sure the event is staffed. 3. Facility Management for Outside Groups a. Be available to show available rooms for use. b. Receive rental/room use requests from and use rate chart to determine cost. c. Receive signed contracts, insurance documentation, and payments for events from outside groups. d. Confirm with outside groups their needs prior to their event and communicate details to the proper staff member or volunteer. e. Prepare billings for groups' fees for the use of the facilities and track payments. f. Maintain documentation of completed facility use forms. g. Create a report of facility use income monthly to be shared with pastor(s), Leadership Board, or other appropriate staff or volunteers. 4. Bookkeeping and Payroll a. Perform all basic and advanced bookkeeping functions, including recording daily financial transactions into accounting software (e.g., QuickBooks). b. Manage accounts payable (processing invoices, tracking approvals, preparing payments) and accounts receivable (preparing billing, recording payments, collections). c. Reconcile monthly bank and credit card statements and the general ledger to ensure accuracy. d. Process payroll for the church and Day School including reviewing timesheets, administering benefits (health insurance/pension), and ensuring compliance with all related tax regulations. e. File yearly and quarterly tax reports. f. Assist with budget preparation and monitoring, and prepare monthly or quarterly financial reports, such as P&L statements and balance sheets, for management review. g. Coordinate with external CPAs or auditors for year-end tax preparation and financial audits. h. Submit annual reports for Church Conference and year-end statistical reports. i. Manage cash flow for the church and Day School and proactively alert Senior Pastor to issues and concerns. j. Review monthly reports to alert Senior Pastor and Leadership Board to potential risks such as overspending and unexpected expenses. k. Ensure all financial policies and procedures are followed. 5. Maintain church membership records as Membership Secretary a. In Breeze, add new members, baptisms, weddings, etc. b. Remove and track membership changes due to relocation, death, etc. c. Compile reports for Church Conference related to membership. d. Enter and track attendance for worship, Sunday School, small groups, etc. or delegate to a volunteer. e. Submit yearly conference statistical tables for membership. f. Maintain list and send acknowledgements for memorial or other large gifts. 6. Maintain office a. Open the church mail and distribute it to the appropriate staff and volunteers via the office mailboxes. b. Order supplies for the office and campus as needed, in conjunction with custodians and other staff. c. Sign out keys and keep track of who has which keys. d. Create mail accounts for staff and volunteers as needed. e.

Maintain office equipment:

copiers, computers, etc. 7. Participate in staff meetings and arrange for the office to be covered during meetings. 8. Perform other tasks as assigned by pastor(s).

Job Type:

Full-time Pay:

$45,000.00 - $53,000.00 per year

Benefits:

Health insurance Paid time off Retirement plan

Work Location:

In person