The Administration Ministry includes all tasks necessary to take care of the day to day administrative business of the congregation. Those working in this ministry will respond to the needs of the congregation as rapidly and effectively as possible. They will serve as the communication and administrative support function for all of the ministries.
The office staff will provide administrative services that include the coordination of office supplies and equipment, printed forms and maintenance of office equipment. They coordinate secretarial help and maintain office procedures. They coordinate typing, filing, mailing, reproduction of correspondence, bulletins, directories, notices, ordering Bible School materials, etc. They will also maintain historical records and prepare statistical data, trends, and projections. The use of the computers and other office equipment will be under the oversight of the office staff. A church webpage will be maintained to provide updated information on all church ministries and activities. This site covers areas of church leadership, ministries, classes, missions, calendar, youth, special events, news, gospel message, and links. An office manager plans and coordinates all administrative tasks and assigns tasks for volunteer workers. The office manager also coordinates the telephone calling tree for rapid communication as the need arises. The office staff will coordinate building use and maintain a master schedule of events. The security for our facilities and assemblies are also managed under this ministry. This ministry shall be responsible for submitting a yearly administrative budget. This ministry will handle the disbursement of all funds in cooperation with the other ministries.
Much of the information used by other ministries originate from our computer system that is managed by the office staff. Periodically, our office staff is assisted by volunteers.
This Ministry is responsible for maintaining the wall photos of our members, and the board highlighting photos of our new members. From time to time this ministry will also be in charge of publishing the church photo directory. This Ministry is also responsible for the phone system, office machines and equipment as well as the sound system.
In today’s world, security is an important consideration in our church family. In this regard, this ministry will be responsible for the overall safety and security of our operations. This ministry will assess security risks, facilitate background checks are completed and insure that there are proper security arrangements during assemblies.
Key Keepers are responsible for opening and closing of building. Building is to be open 20 minutes prior to services and security system is to be disarmed. After services (and majority of people have exited building) all outside doors are to be checked to insure exit devices are in locked position, that doors are locked, and security system is armed and lights are turned off.
The Finance Ministry is responsible for the management of the church’s finances, the development of the church budget, and assessing and maintaining insurance coverage. The Ministry is responsible for money management to insure proper counting of monies and make bank deposits. The Administrative Assistant will audit and pay invoices, prepare and release checks for payment, and prepare monthly financial statements indicating actual expenditures compared to allocated budget.
The ministry is responsible for insurance coverage to include evaluating and maintaining records and coverage. The persons responsible will keep informed of new developments in insurance coverage and laws that may affect our insured status and recommend adjustments to insure compliance.
In the fall of each year, the budget cycle for the next year will commence. Ministry leaders will meet with their members and discuss and define a budget request for the coming year. The Finance Ministry will then compile the budget for final evaluation, review, and approval. This and other aspects of the Church Budget and Financial Management is contained in a separate document “Western Hills Church Budget Process”.
Facility & Vehicle Maintenance
This ministry is responsible for custodial services as well as all aspects of repair, replacement, periodic maintenance, supplies and improvements to all church-owned facilities, grounds, equipment and vehicles. This responsibility includes the general upkeep to the cemetery located on the west side of the building.
- Utilities – including electric, gas, and water
- The setting and adjusting of air conditioning and heating system controls.
- Furniture and facilities arrangement
- Maintain Inventory
Deacons: Bartee, Tomlinson, Walton
- Office Management
- Office Work
- Building Use Coordinator
- Ministry Support
- Attendance Counts
- Phone System
- Wall pictures
- Office equipment
- Sound System
- Phone Tree
- Web Site
- Alarms, locks
- Background checks
- Security during assembly
- Open/Close Building (Key Keepers)
- Security Camera System
- Money management
- Bill payments
- Budget development
- Money management
- Facility/Vehicle Management
- Time Clocks – Heating/AC
- Janitorial Services