JOB OVERVIEW

We are seeking a highly organized, compassionate, and detail-focused Finance Administrator to support our Finance Team in donor relations, benevolence coordination, and financial event planning. This role requires strong interpersonal skills, discretion, and a genuine care for people, balanced with high proficiency in administrative and technical systems—particularly Excel and Apple platforms.

KEY RESPONSIBILITIES:

Administrative & Technical Proficiency

Support calendaring, scheduling, and administrative tasks for the Executive Pastor as needed.

Provide general administrative assistance, including document preparation, meeting coordination, and internal communications.

Maintain organized digital and paper filing systems for finance-related documentation

Confidently use Microsoft Excel for financial tracking and reporting, including pivot tables, vLookups, data validation, and conditional formatting.

Perform Mail Merge in Word for mass communications, donor statements, and event invitations

Confidently operate Apple systems and adapt quickly to new platforms (OnlineGiving, Planning Center Online, MortarStone, Divvy).

Maintain organized digital and paper filing systems for finance-related documentation.

Prioritize tasks effectively and demonstrate strong time management and communication skills.

Must complete our assessment here within 2 business days of applying

Donor Relations & Finance Support

Answer and resolve donor questions via phone and email, including refunds and statement requests and troubleshooting any donor login issues

Maintain confidentiality and accuracy when handling donor records, statements, and recurring giving schedules.

Serve as a warm, professional point of contact with high emotional intelligence in all donor interactions.

Execute and manage internal and external communication requests related to donor engagement, including Mail Merge for mass donor communications, statement distributions, and event invitations

Benevolence Coordination

Triage benevolence requests with care, discernment, and discretion.

Conduct intake calls, process applications, and assign cases to benevolence volunteers.

Maintain detailed records in PCO workflows and profiles, tracking all steps from intake to final approval.

Coordinate financial assistance delivery, including issuing gift cards and coordinating payments

Partner with community organizations to refer individuals when requests fall outside scope.

Restock and log gift cards, process hotel reservations, and follow all security procedures for sensitive information.

Event Planning & Support

Assist with planning and executing annual large donor appreciation event (350+ attendees).

Coordinate RSVP systems, communication logistics, on-site needs, and follow-up.

KEY QUALIFICATIONS:

Mission Alignment: Demonstrates a personal alignment with Preston Trail’s mission, beliefs, and values, and a commitment to our team values of Self-Leadership, Positive Attitude, Team Mindset, Healthy Relationships, and High Performance

Technical Proficiency: Proven proficiency in Microsoft Excel and Microsoft Word, including pivot tables, vLookups, data validation, and Mail Merge functionality; confident using Apple/macOS systems, Microsoft Office, and cloud-based platforms; Minimum high school diploma or equivalent

Communication: Exceptional verbal and written communication skills, able to engage effectively with both internal teams and external donors

Interpersonal Skills: High emotional intelligence with a warm, professional demeanor and sound judgment; experience in donor-facing roles and sensitive financial discussions

Confidentiality: Trusted to handle confidential donor and financial data with discretion and integrity

Organizational Skills: Strong time management, attention to detail, prioritization and problem-solving abilities in a fast-paced, multi-tasking environment

Team Collaboration: Collaborative spirit with the ability to work effectively in a team-based setting

Physical Requirements: Ability to stand, walk, and/or sit for extended periods of time as required by event or administrative duties

Legal Requirements: Must have unrestricted authorization to work in the United States

Preferred Experience: Background in nonprofit, church, or ministry-based environments is a plus

ORGANIZATIONAL RELATIONSHIPS:

MINISTRY TEAM: Finance Team

REPORTS TO: Executive Pastor

EMPLOYMENT CLASSIFICATIONS:

Category: Part-time 20 hours per week (Mon thru Thur)

DOL Classification: Non-exempt (hourly)

Employee Class: Support Staff

Commissionable: No

Weekends Required: No

Remote Work: No