POSITION TITLE: Office Manager/Bookkeeper
FLSA STATUS: Full Time, Non-Exempt
REPORTS TO: Pastor

POSITION SUMMARY:

The Office Manager/Bookkeeper is an administrator in support of the pastor’s responsibilities to the parish and parish school and serves as a steward of the financial, physical, and personnel resources of both.

PRIMARY RESPONSIBILITIES:

Financial Responsibilities

• Prepares, administers, and reviews budget processes in collaboration with other parish entities, subject to review and approval by the pastor and/or diocese as required
• Establishes a responsible cash flow management system and accurately maintains all financial files and records.
• Acts as a liaison between the parish and diocese in financial matters
• Maximizes cash management resources
• Oversees the financial aspects of fundraisers, events, and ministries as necessary

Bookkeeping

• Process vendor payments and maintain vendor files
• Track and submit 1099 data
• Record deposits and maintain associated backup documents
• Oversee parishioner contributions database
• Record diocesan auto-debits and other electronic transactions
• Reconcile bank statements and balance sheet accounts
• Prepare and submit financial information as required by Diocesan Finance Office, Pastor, Finance Council (weekly, monthly, quarterly, annually)
• End of fiscal year/calendar year archiving files per retention list

Accounting

• Prepare journal entries as necessary
• Assist with budget development and ensure its entry into QuickBooks
• Run periodic financial reports
• Perform year-end processing tasks
• Maintain accounting records and ensure appropriate record retention
• Ensure compliance with diocesan financial controls and policies
• Manage accounts payable

Tuition Management

• Ensure all families are billed through FACTS Tuition Management System
• Record and communicate tuition scholarships upon approval of the pastor

Human Resources

• Provide guidance and supervision of parish, school, and preschool staff
• Collaborate with diocesan Human Resources for policy interpretation, leaves of absence, and general support
• Prepare employment records; conduct employee onboarding and termination protocols; ensure employees elect or decline benefit programs
• Maintain employee files with required documentation
• Employee liaison for benefit management
• Prepare and submit information as required by Diocesan HR Department
• Prepare and process bi-weekly payroll

Committees

• Prepare for and attend all pastoral, finance council, and office staff meetings
• Coordinate and prepare for Deanery meetings
• Respond to the administrative needs of all committees
• Attend diocesan meetings and webinars

POSITION REQUIREMENTS

Skills, Knowledge, Abilities

• Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Church
• Demonstrated communication skills, verbal and written
• Demonstrated human relation and interpersonal skills
• Professional demeanor
• Strong organizational and time management abilities; self-starter able to perform multiple tasks simultaneously
• Demonstrated ability to maintain confidentiality
• Demonstrated ability to work collaboratively in a team environment
• Knowledge of accounting principles and practices
• Familiarity with federal and state employment laws
• Proficient in Database Management (PDS), Microsoft Office, Excel, Financial Transactions, and QuickBooks with demonstrated ability to learn new systems and software

Requirements

• Must successfully pass a background check
• 5 years successful work experience managing a business enterprise
• Bachelor’s degree in finance or accounting; or equivalent experience
• 3-5 years of experience as a bookkeeper
• Requires coordination and manual dexterity, normal mental and visual ability
• Activities that include walking, sitting, standing, stooping, reaching, handling, hearing, keyboarding, and carrying/lifting as required in a normal office environment

Send a cover letter and resume to mhabana@sdcatholic.org. Please reference Saint Gregory the Great Office Manager/Bookkeeper in your cover letter.