Ministry Assistant - Payroll and
Payables
Introductory Statement:
- Trinity Lutheran Church seeks to provide for people
and grow them into a meaningful relationship with Jesus
Christ. The Ministry Assistant will assist the staff with
administration and communication so that tasks contribute
to the accomplishment of our multiple ministries.
Qualifications:
- The Ministry Assistant must see this position as a
ministry to and with the people of the staff and the
congregation of God known as Trinity Lutheran Church.
Commitment comes from an understanding of God's love for
us and God's desire for us to share in the community of
believers and spirit of Christ's love. A willingness to
grow in faith and in this position as Trinity grows is a
requirement.
- Shall express a willingness and ability to learn and
develop new skills.
- The candidate must be able to work well with all
staff, volunteers and congregational members, children as
well as adults.
Specific experience will include:
- Ability to organize and prioritize tasks, working
knowledge of personal computers. Flexible, with an
ability to handle multiple tasks simultaneously. Ability
to work with detail and accuracy. Ability to organize and
give direction to volunteers. Knowledge & maintenance
of general office equipment.
Description of
Responsibilities
Accountability:
- The Ministry Assistant will be responsible to the
Administrative Pastor. Opportunity for review and goal
setting will take place periodically.
Work Responsibilities:
- General Office Duties: phone & personal
reception, receive monies for weddings and meetings, sort
mail, maintain all general office calendars. Confirm
pastor & wedding coordinator with postcard to
brides/grooms. Assist with ELCA Parochial Report. Post
all contributions and check them for accuracy, maintain
contribution records, record pledges, prepare
contribution reports as needed, prepare contribution
statements, input time and abilities sheets, track
membership with Shepherdís Staff, responsible for
address changes and rolodexes, update information
baptisms, transfers, marriages, deaths, confirmations,
etc, inputting new members, creating reports as
requested, disbursements.
- Employee Maintenance: Receive and direct all
mail pertinent to payroll (ie. IRS, Wisconsin Department
of Revenue, Peachtree programming). Enter any new
employee information into the payroll program. Create a
file for new employee for employer for the following,
Employee Information Sheet, W4, etc. Fax new employee
forms to the state.
- Payroll Preparation: Record all payroll
information on payroll schedule. Hourly amounts, Sub pay
for preschool, music department, Extra payroll for
special events, Daycamps. Enter payroll information in
Peachtree program. Print check (on average 18-25) per pay
period (this is dependant upon special events, daycamps,
etc. can be higher or lower). Code check to specific
accounts (nursery, daycamps, adult ed), this is done to
transfer information in to the LCIS program.
- Reports: Each payroll-check register, payroll
register and general ledger. Monthly
Reportsópayroll register (totals only), use this
to calculate 941 amounts and WT6 calculate Gross &
Fica amounts for daycamps and preschool (complete the
reports as needed for Mary and Cindy). Quarterly Reports
- Year to date report of earnings, general ledger YTD.
Use these to verify 941's and WT6's for the current
quarter. Compare amounts in 941 WT6 payments books to
general ledger sheet. Prepare 941 report for the IRS.
Verify TSA and benefit deduction from quarterly report
with ledger sheet. Also with Cindyís payment
figures. End of Year - Run all necessary reports required
for audit, verify employee information (address & SS#
especially) for W2's.
- Beginning New Payroll Year: After the annual
budget is approved, calculate new salary figures,
housing, car allowance, TSA's, benefits etc. for all
employees. Calculate retroactive pay back to January 1.
Enter new payroll figures into permanent payroll data.
When printing checks enter payroll changes to reflect new
salary figures plus retro amount. Enter new hourly rates
for hourly paid employees. Begin new ledger sheets for
TSA's and benefits 941's and WT6's. This process is
repeated in August for all new preschool salary
amounts.
- Audit Preparation: Print W2ís (in
excess of 60 W2ís). Present at audit to answer any
payroll questions. Assemble W2's, fill out reports for
federal and state. Mail W2ís to employees and mail
W2ís and accompanying reports to the IRS and
Wisconsin Department of Revenue. File previous years
employee records in appropriate payroll file.
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