Office Manager & Financial Secretary

Approximately 20-25 hours per week
Starting Salary $15 minimum

Office Manager/Finance Secretary weekly days expected to work are: Monday, Wednesday, and Friday from 9:30 am – 4:30 pm.  This is a part-time position; however, the Office Manager will receive 3 days paid vacation at the beginning of each year. ​

Sample of Duties: 

• Greet and welcome guests of the Baptist Student Foundation.  Develop and maintain good working relationships with students, staff, Board members, and related agencies/organizations.
• Screen phone calls, and distribute phone messages to all parties, as necessary.
• Receive and distribute all incoming mail and packages, and distribute, as necessary.
• Maintain and update the Office calendar (Student calendar and Pastor/Director, as needed or requested) to provide all staff/students with accurate information regarding meetings, deadlines, office hours, maintenance appointments, events, etc.
• Prepare for all activities/events at The Found, including Welcome Back Student events, Homecoming events, Reunions and/or Finals Breakfasts, etc. Preparations may include the following:
• Provide assistance in arranging any reservations or other arrangements needed for Immersion Encounter trips, etc.
• Set-up, maintain and update a comprehensive and logical filing system for the purpose of maintaining all records and files needed for the proper functioning of a business office.
• Coordinate with the Foundation Pastor/Director and other Staff to produce all mailings including, appeal letters (About 4 per year), newsletters (2 per year), year-end “Thank You” notes and tax statements (January).
  • Maintain a master mailing list, and update as needed. Update addresses in Quickbooks and DonorPerfect, as well.
• Maintain office computers, and coordinate with the Foundation Pastor/Director to obtain outside services, as needed.
  • Maintain all online subscriptions (Quickbooks, DonorPerfect, TechSoup, Boost, Norton Utilities, etc.).
• Maintain inventory of office supplies, janitorial/maintenance supplies, worship supplies, student activity supplies and kitchen supplies used by all staff members and guests of the Baptist Student Foundation. 
• Manage Parking
• Manage Facility Property Maintenance
• Maintain healthy working relationship with Board of Directors and attend the three board meetings
• Maintain a binder with all documents pertaining to the Baptist Student Foundation to include such items as:
  • Articles of Incorporation and any amendments.
  • Indiana Secretary of State Filings (eg. Business Entity Report, filed every 2 years by November 30).
  • Tippecanoe County Business Tangible Personal Property Return (Due May 15th, annually).
  • Insurance policies, claim documentation and other pertinent insurance information.
• Personnel/Payroll responsibilities, including:
  • Receiving staff time sheets/invoices to determine wages earned for each pay period.
    • Pay periods are semi-monthly, from the 1st to the 15th of the month and from the 16th to the end of the month.
  • For hourly employees, determine payroll deductions to be applied to each paycheck.
  • Print/distribute all paychecks on the 15th and 30th of each month (After approval/signature of the Foundation Pastor/Director).
  • File WH-1 forms (State/County payroll withholding) with the Indiana Department of Revenue monthly.
  • File form 941 (Federal withholding/employer payroll taxes) with the IRS quarterly.
  • File W2/W3/1099 forms to the State of Indiana and IRS annually.
  • File annual compensation reports, as required by Church Mutual and MMBB.
  • Perform background checks, prepare offers of employment/employment agreements and process all new hire paperwork, as needed.
• Accounts Payable responsibilities, including:
  • Receiving invoices and generating payments (either online or by check).
• Financial and Investment account responsibilities, including:
  • In coordination with the Board Treasurer, update and reconcile all financial accounts in our financial software to provide timely and up-to-date financial information as needed.
  • In coordination with the Foundation Pastor/Director, update authorized users, etc. with all financial institutions, or as needed when Board members or staff changes.
  • Provide financial reports (Budget vs Actual, Investment/Financial Account Balances, etc.) to the Foundation Pastor/Director, on a monthly basis, or whenever requested.
  • Provide to the Director of Advancement financial reports for the purpose of preparing donor acknowledgements, tax receipts, thank you letters or acknowledgment gifts (prepared by the stained glass studio), as needed.
  • Provide any documentation, especially financial reports needed for the Grant application and/or reporting purposes:
    • For the Lilly Grant, maintain all records and documentation needed for annual reporting. Prepare all final financial reports to be included in the annual reports to be submitted to the Lilly Foundation which are due annually by January 31st.
  • In coordination with the Student Organization President and/or Treasurer, maintain and update the student financial account, as needed or requested.

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How to Apply:

To apply to open job positions at The Found, please send an email to Pastor Rodney and follow the instructions below.

1. Construct and send an email to: 
     [email protected]
     or call 765-743-2371

2. Use this as your email subject line: 
    "[Name of position] Application"
        Ex.) Resident Intern Application

​3. Write a message briefly describing you and your interest in the position

4. Upload and attach your cover letter & resume ​
​
5. Ensure your contact information is accurate (E-mail, Number, etc)