The Finance & Administration Specialist supports the day-to-day financial and administrative operations of Kingdom Movement Church by ensuring financial transactions, payroll, giving, accounts payable, reconciliations, records, and related administrative processes are completed accurately, timely, and with excellence. This position serves as the primary day-to-day owner of Kingdom Movement's bookkeeping and financial administration, maintaining organized and accurate records that allow leadership to make informed decisions and steward the resources of the Church responsibly.

Working under the direction of the Operations Manager and in collaboration with church leadership and outside accounting or financial professionals as needed, this role maintains financial systems and workflows, processes payroll, manages bills and expenses, reconciles accounts, supports financial reporting, maintains employee and vendor documentation, and assists with employee onboarding and other administrative processes.

Above all, the Finance & Administration Specialist approaches financial and administrative work as an act of stewardship and ministry, serving the Church with integrity, confidentiality, accuracy, responsiveness, and a heart to support what God is doing through Kingdom Movement.

Schedule: 40 hours per week. Schedule may vary due to ministry, financial, payroll, administrative, and organizational needs.

For purposes of this position, responsibilities related to Kingdom Movement (KM) include Kingdom Movement School of Ministry (KMSM) and other ministries or programs operated by Kingdom Movement Church, as applicable.

Finance & Bookkeeping

• Own the day-to-day bookkeeping and financial administration, ensuring financial activity is recorded accurately, consistently, and in a timely manner

• Maintain Kingdom Movement's QuickBooks Online, including transaction categorization, bank and credit card activity, deposits, bills, payments, routine journal entries within established procedures, and other general ledger activity

• Perform monthly reconciliations of bank accounts, credit cards, expense reporting activity, contributions & income, payroll activity, and other applicable balance sheet accounts

• Review financial activity for discrepancies, unusual balances, missing documentation, duplicate transactions, or errors and research and resolve issues in a timely manner

• Support the monthly close process and prepare accurate financial reports for review by the Operations Manager, church leadership, and outside accounting professionals

• Maintain organized financial records, supporting documentation, reconciliations, statements, invoices, receipts, and other accounting records

• Maintain appropriate records for fixed assets, major equipment purchases, construction-related expenditures, and other capitalized assets, coordinating with outside accounting professionals regarding capitalization and depreciation as appropriate

• Assist with annual and year-end accounting processes, audits/reviews if applicable, tax documentation, and requests from outside accounting professionals

Accounts Payable, Expenses, & Vendors

• Receive, review, organize, enter, and process vendor invoices and other approved church expenses according to established approval procedures

• Administer BILL/Divvy and church credit card processes, including card issuance, spending limits, transaction coding, receipt collection, documentation, and follow-up on missing information

• Maintain vendor records, W-9 documentation, payment information, recurring payment schedules, and other required vendor documentation

• Monitor outstanding bills, reimbursements, recurring expenses, subscriptions, and upcoming payments to ensure obligations are handled accurately and on time

• Proactively review and negotiate key vendor contracts, subscriptions, and service agreements to identify cost savings, improve terms, eliminate unnecessary expenses, and ensure Kingdom Movement is receiving appropriate value, in coordination with the Operations Manager

• Support annual 1099 preparation and other vendor reporting requirements in coordination with outside accounting professionals as appropriate

Contributions & Cash Management

• Oversee the administrative accounting process for church contributions and other income, ensuring deposits are properly documented, recorded, and reconciled

• Work in the giving platform (Planning Center Giving) and applicable payment processors to reconcile contribution activity to bank deposits and QuickBooks

• Verify Sunday offering documentation and coordinate timely bank deposits according to established internal controls

• Maintain accurate tracking and reconciliation of designated or restricted funds, building/capital campaign activity, reimbursements, rental income, and other non-standard revenue sources, ensuring funds are appropriately classified and reported

• Prepare regular giving and cash reporting for church leadership as requested

• Support Donor Development initiatives as requested

Payroll & Employee Administration

• Administer the regular payroll process, including collecting and reviewing employee hours, identifying missing or incorrect information, preparing payroll, reviewing payroll reports, and ensuring payroll is processed accurately and on time

• Maintain payroll system records and coordinate employee changes, compensation updates, deductions, reimbursements, garnishments, and other payroll-related activity as authorized

• Coordinate required payroll-related reporting and filings, including applicable federal requirements and Washington State L&I, Paid Family & Medical Leave, WA Cares, and other payroll obligations

• Support employee onboarding and offboarding administration, including payroll setup, required employment forms, employee records, system documentation, and related administrative processes

• Maintain accurate and confidential employee financial and administrative records in coordination with the Operations Manager

• Administer employee benefit programs, if applicable, including employee enrollment and changes, payroll deductions, recordkeeping, employee communication, and coordination with benefit providers or brokers

• Assist the Operations Manager with other employee administration, documentation, and organizational processes as assigned

Financial Systems, Controls, & Reporting

• Maintain appropriate administrative access and organized records for Kingdom Movement's financial systems, including banking, QuickBooks Online, BILL/Divvy, payroll, giving platforms, and other applicable systems

• Support the annual budgeting process, including gathering departmental budget requests, preparing budget worksheets, maintaining approved budgets, monitoring budget-to-actual performance, and assisting leadership with financial forecasting throughout the year

• Follow and help strengthen internal financial controls, including appropriate approvals, documentation, separation of duties, spending limits, and financial review processes

• Maintain a financial calendar of recurring weekly, monthly, quarterly, and annual deadlines and ensure required tasks are completed on time

• Prepare weekly and monthly financial information for leadership, including giving, cash position, Profit & Loss, Balance Sheet, budget-to-actual reporting, and other requested financial information

• Coordinate with outside bookkeepers, accountants, payroll providers, banks, vendors, and other financial partners as needed

• Maintain organized records related to church loans and other debt obligations, including payment schedules, statements, lender documentation, and applicable reporting requirements

• Proactively communicate financial discrepancies, missed deadlines, cash concerns, unusual transactions, compliance issues, or other material concerns to the Operations Manager

Administration & Organizational Support

• Develop and maintain written procedures, checklists, documentation, and organized digital records for recurring finance and administrative responsibilities

• Maintain organized Finance files within Kingdom Movement's approved Google Workspace and Shared Drive structure

• Provide responsive support to staff and ministry leaders regarding approved financial, purchasing, reimbursement, payroll, and administrative processes

• Assist with administrative systems, records, forms, onboarding documentation, and other operational needs while continually identifying opportunities to improve accuracy, accountability, efficiency, and organizational clarity

• Support other Operations Department needs and initiatives as assigned by the Operations Manager

• Maintain and coordinate Kingdom Movement's insurance administration, including policy records, renewals, certificates of insurance, claims documentation, insurance audits, and communication with brokers and carriers, escalating coverage decisions and material issues to the Operations Manager

• Perform other duties as assigned by leadership

Measurables/Key Performance Indicators (KPIs)

• Accuracy and timeliness of bookkeeping, payroll, accounts payable, income, and other recurring financial responsibilities

• Bank, credit card, income, payroll, and other applicable accounts reconciled accurately and on schedule each month

• Monthly financial close and leadership reporting completed accurately and within established deadlines

• Payroll processed accurately and on time, with required payroll and state/federal reporting completed by applicable deadlines

• Financial transactions consistently supported by appropriate receipts, invoices, approvals, coding, and documentation

• Financial and employee records maintained in an organized, confidential, accurate, and readily accessible manner

• Outstanding discrepancies, unreconciled items, missing documentation, and financial issues proactively identified, communicated, and resolved

• Consistent follow-through, responsiveness, and reliability in supporting staff, vendors, leadership, and recurring administrative needs

• Demonstrates a team-first, service-oriented posture by remaining flexible, responsive, and willing to support additional responsibilities and ministry needs as assigned

• Annual budgeting, budget maintenance, and budget-to-actual reporting completed accurately and within established timelines

• Continued improvement and documentation of financial and administrative systems, controls, and workflows

• Good understanding and familiarity with the Bible and ministry processes

• Proven experience in bookkeeping, accounting, finance administration, payroll, or a related role; church or nonprofit experience preferred

• Strong working knowledge of QuickBooks Online, including transaction coding, reconciliations, accounts payable, financial reporting, and general bookkeeping workflows

• Experience processing or administering payroll and familiarity with payroll systems such as ADP

• Working knowledge of basic accounting principles and the ability to understand Profit & Loss Statements, Balance Sheets, general ledger activity, and account reconciliations

• High level of accuracy and attention to detail when working with financial transactions, payroll, employee information, and organizational records

• Excellent organizational and time-management skills with the ability to manage recurring deadlines, prioritize competing responsibilities, and consistently follow through

• Ability to build, document, and maintain clear financial and administrative processes, checklists, calendars, and systems

• Ability to apply a high level of discretion, confidentiality, and trust when handling financial, employee, donor, payroll, and other sensitive information

• Exercises initiative in problem solving and demonstrates the ability to identify discrepancies, research issues, and bring concerns to leadership rather than allowing problems to remain unresolved

• Proficient ability to communicate in English in oral and written format and work effectively with staff, vendors, contractors, donors, and outside financial professionals

• Prays for the ministry and God's work throughout it

ESSENTIAL SPIRITUAL DNA REQUIRED

The following spiritual requirements are common to all positions, regardless of areas of oversight, and should be consistently performed at all times in the course of employment with Kingdom Movement Church.

• Presence — When He comes, we all bow: We are distinguished by prioritizing God's presence, obeying His guidance above all. 2 Corinthians 3:18

• Team Leadership/Five-Fold Ministry — Fullness comes on the body: We believe everything we need is in the house. God has given gifts to each of us. For those in positions of leadership, their posture is to equip the saints for the work of ministry. Romans 12:3–8

• Vulnerability — Open Hearts, Open Hearts: We practice radical accountability by vulnerably opening our lives to build trust. 3 John 1:3–4, Ephesians 4:15–16

• Activation/Empowerment — We are called to become an Apostolic Equipping Hub: We believe everyone is called to be active and supply. This looks like drawing out destiny and purpose, so that people can be launched in obedience. Every member and minister starts with leading in your family. Colossians 3:23

• Challenge/Confrontation — Don't cut the tension: Grace empowers our activity — it doesn't lead us to passivity but adds intensity to our Christian life. We press into discomfort and give Jesus our unconditional yes. Proverbs 15:31

Overall, each employee is expected to be a culture champion. Please see the KM Culture document for more

LEADERSHIP STANDARDS

• Moral Integrity: Must adhere to KM Morality Standards, including the highest level of sexual integrity, substance wisdom, and social media honor

• Theological Alignment: Committed to the team leadership ministry model and activation of the saints for the work of ministry; in agreement with the KM Beliefs Statement

Kingdom Movement is a church with an average attendance of 800+ in Vancouver, WA. We exist to host Heaven and touch Earth.

We are a people of His Presence. A family in His Image. A church on His mission.

Read more about us:

https://www.kingdommovement.com

https://tinyurl.com/KMculturedoc