Parish Administrator

Job Description

Job Description

St. Mary’s is a large Episcopal church located in downtown Stuart, Florida. Founded almost 100 years ago, we have grown throughout the years and experienced rapid growth in the past two years. Average Sunday Attendance is 500+. We currently have an annual operating budget of more than $2 million in addition to capital expenditures and a growing endowment. Our campus footprint is impressive with six mission-style buildings set on two city blocks. We are currently seeking a Parish Administrator to manage the business and parish operations of the Church, as well as the facilities and expanding ministries. Primary areas of responsibility are set forth below.

The Parish Administrator is an executive-level position of St. Mary's leadership team, reporting directly to the Rector. Position interfaces directly with all clergy, office staff, members of the Vestry and its Wardens, and the Finance, Facilities, Human Resource, and Heritage Committees.

Position Summary:

• Executive-level Leadership: Provides leadership and direction to staff members, ensuring alignment with St. Mary's mission and goals. Plays key role in fostering parish growth, volunteer participation, parishioner responsiveness and community service.
• Office Administration and Parish Operations: Manages the daily functioning of the Church Office and the business-related functions of St. Mary's in accordance with the policies and objectives established by the Rector and Vestry.
• P&L and Budget Management: Manages a $2M operating budget; monitors and controls expenses to stay within the established budget, ensuring the lowest possible operating costs.
• Reporting and Control: Establishes and maintains appropriate reporting and control procedures, operating efficiently at the lowest cost and staying within established budgets.
• Accounting and Bookkeeping: Oversees accounting and bookkeeping personnel to ensure accurate and timely recording of financial information.
• Facilities Management: Oversees facilities personnel to ensure a welcoming, well-maintained, safe, and functional campus.
• Parishioner Support: Addresses parishioners' inquiries and concerns, providing guidance and assistance as needed.

Position Classification: Full-time salaried, Exempt

Hours: 40 hours per week, Monday-Friday, 8:30 am-5:00 pm. Occasional weekend or evening hours may be required to support key church activities such as Easter, Holy Week, Christmas, Confirmation, the Annual Parish Dinner, and Volunteer Celebration.

Job Responsibilities (as follows, but not limited to):

Administrative

• Develops, coordinates, and implements general and specialized administrative policies and procedures consistent with leadership and direction of the Rector, Vestry and Human Resource Committee.
• • Directs the administration of the office and supervises the work of the administrative staff and facilities personnel.
  • Provides general administrative support to the clergy and the ministry leaders to assist them in achieving their objectives.
  • Facilitates the long-range planning process with guidance from the Rector and Vestry.
  • Oversees the successful integration of various full and part-time staff and volunteers who are called on to assist with the daily activities of the church.
• Facilitates and oversees a complete personnel administration system, including hiring, staff evaluations, compensation, employee benefits and staff development.
• • Works closely with the Human Resource Committee in developing and implementing sound human resources policies and procedures.
  • Oversees salary administration for the church, working with the Rector, Human Resource Committee and Vestry to ensure equitable, effective compensation policies are in place.
  • Administers the benefits package for employees and maintains appropriate records.
• Oversees all office purchasing decisions, including all regular and routine purchases and large and one-time purchases (or leases), such as copiers, computers, etc.
• Oversees the implementation and maintenance of our computing systems infrastructure.
• Oversees the various specialized technical information system add-ons that support our financial reporting (Realm), telephone system, cyber-security, audio-visual platforms, and HVAC climate control systems.
• Serves as a leader in the councils of the church by serving with the Wardens and as an ex-officio member of the Vestry.

Financial

• Oversees the finances of the church to ensure that our finances are healthy, our record keeping is accurate and transparent, and our stewardship of resources is kept to the highest standard.
• Directs the overall financial affairs of the church in close coordination with the Rector, Treasurer, Finance Committee, Stewardship Committee and Vestry.
• • Supervises the accounting and bookkeeping operations and the design and generation of appropriate financial reports.
  • Supports the Treasurer in communicating the financial status of the church to the Vestry and Parish on a regular basis.
  • Plans, organizes, and administers the annual budget with guidance from the Finance and Stewardship Committees.
  • Manages the procurement of goods and services, including the development and administration of appropriate safeguards and procedures.
  • Obtains appropriate insurance for church operations, including liability and casualty insurance.
• Prepares the annual Report of Episcopal Congregations and Missions (i.e., the Parochial Report) to the Diocese of Southeast Florida, in accordance with the Canons of the Episcopal Church.
• Serves as the active liaison to the Treasurer and the Vestry to create and maintain sound fiscal policies and to implement them for the benefit of the church.
• Develops budgets, accounting systems, and financial controls that ensure the long-term success of the church.
• Oversees the day-to-day accounting needs of the church, including managing offering envelopes, member contributions, documentation, invoicing, accounts payable, payroll, etc.
• Serves as the active liaison to the Treasurer and the Vestry to create and maintain sound fiscal policies and to implement them for the benefit of the church.

Facilities

• Oversees the Director of Facilities and his/her staff to ensure that our buildings and grounds are well cared for, well maintained, safe, and ready for use according to the daily and weekly schedule, so our presentation to our constituencies are always good, positive, and welcoming.
• • Oversees a system that coordinates the use of church facilities and equipment.
  • Identifies and retains contractors for services required for building and grounds maintenance.
  • Responsible for the implementation of the Safety and Security Policies of the Church.
  • Oversees volunteer programs when appropriate to fulfill these functions.
  • Oversees the administration and care of the Memorial Garden.
  • Other duties may be assigned, as needed.

Required Skills and Personal Traits:

• A professed and practiced belief in God the Father, the Son, and the Holy Spirit and a strong desire to serve within a church.
• Outstanding interpersonal skills and a gracious, Christ-like demeanor in demanding situations.
• A professional attitude and display a servant’s heart.
• Excellent interpersonal, communications, computer, organizational skills, and the ability to effectively manage workload and staff.
• Ability to discern needs and take initiative to meet those needs.
• Ability to protect the reputation and integrity of others through strict confidentiality.
• Willingness to learn new skills, work as a team player and overall dependability and accessibility are very important.
• Personal integrity must be above reproach.
• Knowledge of accounting principles and financial reporting.
• Appropriate technology knowledge and skills as dictated by the position.
• Proficient in Microsoft Office Tools (Primarily Outlook, Word, and Excel) and church recordkeeping system (Realm).

Education and Experience:

• Bachelor’s degree preferably in business administration, accounting, or finance required; master’s degree in business administration or finance is considered a plus.
• Candidate must demonstrate successful track record of at least 10 years’ experience in manager/director level role(s) or higher with significant budget, administration, and operations accountability.
• Experience in church management preferred, but not required.

St. Mary’s is a large Episcopal church located in downtown Stuart, Florida. Founded almost 100 years ago, St. Mary's is a growing church, with over 50 vibrant ministries including children and youth, and an annual budget of more than $2 million.

Company Description

St. Mary’s is a large Episcopal church located in downtown Stuart, Florida. Founded almost 100 years ago, St. Mary's is a growing church, with over 50 vibrant ministries including children and youth, and an annual budget of more than $2 million.