Description
SUMMARY
The Operations Manager supports the pastor’s responsibilities for the Parish and is responsible for the day-to-day operations of the parish as they apply to staff positions supporting accounting, maintenance, volunteers, education, training, vendor management, and all other projects as defined by the Pastor. In collaboration with the Pastor, the Operations Manager develops comprehensive planning, implementation and evaluation of the Parish’s goals and objectives. The Operations Manager enables the efficient and effective administration of Parish resources.
The Diocese of Orlando four core values lay the foundation for the work performed by employees.
1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Facilities Management
- Supervises maintenance staff and instructs them in general custodial tasks and reviews performance.
- Creates daily, weekly, monthly, quarterly, annual 5-year maintenance schedules and a daily log for each maintenance member.
- Oversees all major renovations and repairs.
- Verifies contractor activity.
- Coordinates security measures to protect staff and volunteers – handles after hours support for security, alarms, and all personnel on the campus site.
Administrative
- Responsible for planning and implementation of all parish projects as defined and approved by the Pastoral Council and the pastor.
- Continues collaborative working relationship between the Chancery Office, Parish Finance Council, and the Parish.
- Participates in Pastoral Council and Finance Council meetings; develops collaborative relationship between the various ministries and outreach programs.
- Develops and creates a strong volunteer base, which includes an annual recognition program.
- Develops and creates a welcome program for visitors.
- Responsible for planning and implementation of a strong stewardship program for the parish.
Human Resources Responsibilities
- Facilitates enrollment of employees in Diocesan benefit plans per direction of the Diocesan Human Resources Office including insurances, annual enrollment, retirement, and 403 (B); provides on-going information and documentation to employees.
- Handles new and terminating employee questions and paperwork; coordinates the Onboarding process in the HRIS system.
- Responsible for all employment actions in the HRIS system; ensures documentation is accurate and sufficient; maintains accurate employment and pay records within the HRIS system.
- Responds to employee payroll and human resources inquiries; collaborates with Diocesan Office of Human Resources as needed.
- Oversees and implements the Diocesan background/fingerprinting requirements for the parishes.
- Supervises and directs clerical support staff; updates job descriptions for all staff as required.
- Effectively communicates responsibilities to staff and ensures they have necessary tools to succeed.
- Initiates a performance review program according to diocesan policies and procedures.
Financial
- Acts as liaison between the parishes and the diocese in financial matters.
- Coordinates payroll, associated taxes, and reports through payroll service.
- Ensures all employee timecards are accurate and approved by supervisors; submits payroll package to payroll office in a timely manner; works with payroll office in preparing payroll, associated taxes and reports; distributes checks.
- Oversees the financial resources systems of the Parish by assuring the preparation of a comprehensive annual budget, including revenue and expense projections, for review and approval of the Pastor in consultation with the Finance Council.
- Monitors the monthly income and expenditures, authorizing purchases, and payment of all bills in line with the parish approved budget, with the accountant overseeing and assuring accurate and confidential financial record keeping systems.
- Oversees tabulation and deposit of all Parish income and provides oversight of the preparation of monthly and quarterly financial reports for the Pastor and Finance Council.
- Prepares bank deposits and records receipts.
- Prepares vouchers including coding and payment of outstanding invoices.
- Staff liaison to Finance Committee(s).
- Maximizes cash management resources.
- Oversee parish offering envelope.
- Liaison for parish with the Diocesan Shared Accounting Services (DSAS). Duties include:
- Review and coding of Bank Deposits for all forms of revenue received;
- Review and coding of invoices in preparation for approval;
- Process check requests and hand check notices as required;
- Provide other accounting information and backup for posting in the Parish’s GL;
- Compile, Scan, and Email Weekly Accounting Packages with the above information to DSAS;
- Review monthly and periodic financial reporting with DSAS Staff.
Additional Responsibilities
- Complies with Federal, State, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed action.
- Performs moderately complex work under limited supervision and maintains professional discretion in processing matters of a sensitive or confidential nature from both a legal and ethical perspective.
- Performs additional projects as required by the pastor.
Requirements
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CATHOLIC FAITH
Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.
EDUCATION and/or EXPERIENCE
- Bachelor's Degree in Business Management, Accounting or related field.
- Four or more years’ operations experience, financial and budgetary experience and the ability to monitor revenue and expense guidelines for the parish. Experience within a Catholic environment preferred.
- Three or more years of successful supervisory experience.
OTHER SKILLS and ABILITIES
- Working knowledge of budgeting principles and practices (including use of spreadsheet software), general ledger and reconciliation practices.
- Working knowledge of Microsoft Word and Excel. Experience with PDS, QuickBooks software, Paylocity preferred.
- Thorough knowledge of accounting practices and procedures and ability to oversee day-to-day cash flow and parish finances.
- Working knowledge of facilities and building systems maintenance.
- Ability to work closely with all campus personnel including employees, volunteers and parishioners setting a high level of moral support for all.
- Ability to plan, organize and execute an efficient plan.
- A high level of organizational and interpersonal skill is required. Attention to detail and working well with others is also required. Compassion and care for those with special needs is essential.
- Ability to communicate effectively with subordinates. Must effectively relate and communicate with Pastor on all matters of importance. Confidentiality is essential.
- Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
WORKING CONDITIONS
The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.
PHYSICAL REQUIREMENTS
The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds).
