St. John Paul II Catholic Church
JOB DESCRIPTION
JOB TITLE Finance Assistant
FLSA STATUS Non-Exempt, Hourly, Part time
JOB SUMMARY
Provides bookkeeping and payroll services to the parish including preparing payroll, posting general ledger entries, reconcile monthly bank statements, and maintain all financial files and polices.
JOB RESPONSIBILITES
- Prepares payroll on cycle determined by church, this includes –
- Assembling approved timesheets or attendance records
- Posting hours worked/salary to be paid
- Printing pre-post payroll journal to be reviewed and approved by Principal/Pastor.
- Processing payroll
- Posts all transactions to financial system using full accrual accounting including –
- Deposits generated by the church office staff for all funds received at the location.
- Payables as bills are received or encumbrances established.
- Disbursements for payables and other request for payment
- Periodic liability payments
- Interest and other deposits made to savings accounts held in the Deposit & Loan company at DOSA
- Journal entries needed to adjust the general ledger as needed, justified and approved including corrections from bank statement.
- Payroll information
- Any accounts receivable entries needed by the church to track anticipated income from an established fee/loan arrangement
- Budget information by month once approved by the church
- Prepares –
- Monthly bank reconciliation and provides to pastor/principal for review
- Periodic financial reports as requested including budget to actuals, profit & loss statements, balance sheets.
- Transaction listings in a variety of formats to show historical data for the budget preparations process.
- Periodic vouchers based on the accounts receivable sub-ledger and provides those to the front office staff for distribution and contact with clients
- Cash flow statements for analysis by pastor/principal
- All financial files & supporting documentation following guidance in the Diocesan Financial Polices & Procedures Manual.
- Necessary and updated reference material for the IRS, DOL, SSA, State of Florida and DOSA.
- Performs regular analysis on:
- Distribution of income and expense transactions to ensure postings to the correct account particular as they relate to the budget
- Actual income and expense items as compared to the budget in advance of delivery to the Pastor/Principal and Finance Council
- Balance sheet accounts to detect improperly posted entries that result in incorrect debit or credit balances
- Cash flow to ensure the parish/school has adequate funds to cover projected expenses.
- Ensures the internal control system as required by diocesan policy is being followed from the perspective of a bookkeeper and to the extent possible from the position. This means that transactions are not posted, or checks produced unless they are adequately documented and approved by appropriate authority. This includes periodic training of employees on the internal control system that must be followed by the site.
- Provides advice to pastor/principal on financial management issues as they arise.
- Other duties as assigned by the pastor.
SUPERVISION
SUPERVISED BY: Finance Manager
SUPERVISES: N/A
LEADS/GUIDES: N/A
JOB SPECIFICATONS
EDUCATION: Prefer a two year or four-year degree in accounting.
EXPERIENCE: Three years’ experience with QuickBooks in an office environment or another accounting software package including payroll processing. Familiar with all State and Federal payroll tax filing requirements.
LICENSES CERTIFICATIONS AND/OR REGISTRATION: Valid Florida driver’s license. Must pass background screening, and credit check.
EQUIPMENT/TOOLS/WORK-AIDS: Computer, typewriter, calculator, photocopier, facsimile machines.
SPECIALIZED KNOWLEDGE & SKILLS: Strong arithmetic skills, proficient in Microsoft office, must be able to work independently, good communication and organizational skills.
PERSONAL TRAITS, QUALITIES & APTITUDES: Must be flexible and able to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure; communicate effectively with people from all socioeconomic backgrounds; professional appearance and demeanor. A good sense of humor and a spirit of generosity.
WORK CONDITIONS: Inside environment, protected from weather, but not necessarily from temperature changes.
PHYSICAL DEMANDS/TRAITS: Perceive characteristic of objects through the eyes; express or exchange ideas by means of the spoken word; perceive the nature of sounds by the ear; sit for prolonged periods of time; frequent walking and /or standing; able to lift, carry, push or pull 20 lbs. maximum with frequent lifting and/or carrying of 10 lbs.