East Brentwood Presbyterian Church (EBPC) is a mid-sized PCUSA church on one of the most accessible corners in Brentwood, TN, with a three-star preschool, East Brentwood Children’s Academy (EBCA), for ages two through five. Founded in 1988 (preschool formed in 1999) EBPC has thrived during recent challenges, with increased participation through innovative programming, investing in software and equipment, and building an online presence including a weekly podcast.
The Bookkeeper is a key member of a staff supporting both the Church and the Children’s Academy with bookkeeping and payroll administrative services. Ideal candidates will have experience and knowledge in both these areas and a passion for working in an environment supporting families and the mission of the church in creative, vibrant ways.
ROLE AND RESPONSIBILITY SUMMARY
Donations and Accounts Receivable
Provide accrued donation totals to Treasurer.
Issue periodic, at least quarterly, donation receipts for all regular contributions and a year-end statement of contributions for tax purposes or as requested by the Treasurer.
Prepare, through Brightwheel and Realm, all accounts receivable for Preschool students, including initializing accounts each year, set up new items for fees, memorize all charges.
Process receipts.
Post all donations to both Pledge and Non-Pledge accounts and post all other individual contributions to all other accounts weekly in Realm.
Record, count and create deposit for all weekly contributions, special offerings and Hunger Fund cash and coins.
Make weekly deposits into appropriate bank accounts - operating, designated and Presbyterian Women (involves trip to bank).
Process on-line donations and record in Realm.
Issue receipts or thank you letters for special contributions, usually to go out over the Treasurer’s signature.
Process preschool parent accounts monthly through Brightwheel, including post memorized tuition charges, prepare deposits, apply late fees when appropriate and follow-up on all those accounts that are not current with statements and/or phone calls when necessary.
E-mail Preschool statements for Flexible Savings Accounts and tax returns as requested.
General Financial
Reconcile bank accounts (Operating, Designated, Money Market & Presbyterian Women) to statements monthly.
Prepare monthly Operating financial reports (to include balance sheet, budget to actual reports, and cash flow forecasting), checking for accuracy with monthly and annualized budget and working with Administration, Finance and Facilities in preparing cash flow forecasting.
E-mail financial reports to Treasurer, Pastor, and Ministry Area Moderators, field questions and make any changes or corrections as requested by Moderators.
Transfer funds between Designated, Operating, and Money Market accounts as needed and approved.
Prepare insurance audits (Workers’ Compensation)
Communicate with Board of Pensions regarding employee insurance, pension, etc.
Supports Budget/ Finance committee with preparation of annual budget, and with periodic reports and analyses as required.
Make changes and/or adjustments to budget as approved by Session.
Coordinate with Office Manager to install or arrange to have installed all updates for Realm and regular backups of Realm performed.
Record checks, deposits and journal entries in Realm.
Maintain Designated Accounts (making deposits and payments as requested)
Tracks and records credit card charges and expense accounts.
Complete quarterly and annual tax filings.
Provide bookkeeping support and meet reporting requirements for state and federal grants.
Payroll/Accounts Payable/Personnel
Set up & maintain employees’ withholding information in Realm.
Compute wages for all employees for 26 bi-weekly pay cycles.
Compute withholding taxes and insurance payments when specified for all employees and write checks.
Pay all withholding taxes to Federal Government monthly.
File appropriate quarterly and year-end payroll reports with IRS.
Prepare and distribute W-2’s for all employees and file W-3 annually.
Prepare and distribute 1099’s for all contractors and file 1096 annually.
Calculate payroll check amounts and prepare and submit direct deposit payroll for Treasurer's approval. Release to bank upon approval.
Distribute any paychecks which cannot be handle through direct deposti and reimbursements to employees.
Prepare checks for signature and mail signed checks or prepare on-line payment for all invoices for approved expenses.
General Support
When financial duties permit or can be appropriately arranged, support Office Manager or substitute for her in her absence.
Performs other related duties as assigned.
KNOWLEDGE/EDUCATION, EXPERIENCE, AND QUALITIES:
High School Education, Associates Degree preferred
Minimum of four years’ experience in bookkeeping
Experience with Realm or QuickBooks Desktop Version required; experience with advanced Accounting, Excel, BrightWheel and data analysis is preferred.
Experience with a Project Management Tool, Google docs, Website e-commerce: Square and Vanco- Online contribution is a plus.
SKILLS REQUIRED (manual, verbal or mental manipulation of data or things):
Good skills in manipulation of data
Completes work on deadline
Well organized, detail oriented, and takes instructions from others easily
Good verbal skills and flexible to handle visitors, phone calls, and other duties necessary to keep the church office running smoothly
Regularly required to use hands and fingers to complete tasks, tools, and controls; reach with hands and arms; talk or hear; sit, stand, walk, stoop, kneel, crouch and occasionally lift or move objects weighing up to ten pounds
ABILITIES REQUIRED (work characteristics, behaviors, leadership abilities, etc.):
To be a self-starter and work well independently and in a team environment
To effectively and compassionately communicate with the members of the church and surrounding community
To have conversations with the Pastor on regular work objectives
To maintain confidentiality in fiduciary matters and information of a sensitive nature.
To be punctual and regular in attendance.
RELATIONSHIPS, ACCOUNTABILITY, AND EVALUATION
Relates to the session and to various ministries as Bookkeeper, to other members of the staff as a colleague, and to the Pastor as Head of Staff.
Reports to the Pastor, takes direction from the Treasurer, coordinates with the Personnel Committee and EBCA Director, and is accountable to the session, the congregation and other staff members through the Pastor.
Performance Evaluation is conducted annually by the Pastor in consultation with the Treasurer and Personnel Committee.
PERSONNEL POLICIES, BENEFITS and SCHEDULE
The Bookkeeper will be classified and governed according to the EBPC personnel policy in effect during employment as a Part Time Regular employee, classified as Non-exempt and paid on an hourly basis, requiring a weekly timecard. Starting hourly wage will be between $23 and $25.
The position is scheduled for 20 hours per week with flexibility for this to vary slightly.
This position is scheduled for 52 weeks per year with 2 weeks of equivalent PTO.
This description is for hiring purposes and is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position.
It is the policy of the Church to provide a work environment for all of its employees that is free from discrimination and harassment based on race, color, national origin, religion, sex/sexual orientation, age, disability, genetic information, pregnancy, or any other characteristic protected by law and within the doctrine of the Presbyterian Church. To this end, the Church will comply with and strictly enforce federal, state and local laws that prohibit discrimination or harassment based on the above listed protections. Employees who discriminate against or harass any employee based upon any of these shall be subject to disciplinary action, up to and including termination.