General Position Summary: The Business Manager is responsible to report to the Pastor on all general office and financial activities of the parish, including human resources, IT functions, and church building and all facility keeping and maintenance. Supports the Pastor, the parish staff, and serves the needs of the parish.
Principal Accountabilities
General Administrative and Office Management
- Provides supervision of office and maintenance or housekeeping staff
- Provides administrative, purchasing, and clerical support to ministry staff.
- Manages computer system needs and requirements.
- Reports to Pastor all Office personnel's’ time record, sick and vacation leaves weekly.
- Collaborates with the Diocese for training and general support.
- Required to know and implement Diocesan Procedures as outlined in the Administrative Procedures Handbook.
- Responsible for all Human Resources duties, including but not limited to, maintaining personnel files, acting as liaison, and providing communication between employees and the Diocesan HR Office, and communicating benefits information to all employees.
- Manage the scheduling of all church, facility hall, classroom, and meeting rooms.
- Facilitates and maintains the aesthetic beauty of church, facility hall, and grounds.
- Responsible for all other projects, tasks, etc., as assigned.
Financial
- Supervises bookkeeper on all payroll, banking, tithes and tax related matters, as well as the overall financial record keeping for the parish. The Business Manager is to ensure compliance with Diocesan accounting and recording procedures.
- Facilitates the preparation of parish budget with input from the Pastor, Finance Council, ministries, and volunteer organization leaders.
- Ensures the implementation of good internal controls with regards to all money handling and office procedures. This includes oversight (not participation in) collection counting procedures, receipt of funds in the office and through mail, and payment of parish bills and invoices. Works with Parish Organizations to ensure internal controls and procedures are in place for the collection and protection of funds.
- Oversees pay orders and check requests from parish groups, staff, and volunteers to ensure proper procedures are followed, and transactions are transparent and appropriately documented.
- Prepares monthly financial statements and reports the financial status to the Finance Council and the Pastor. (Interprets financial status and explains expenditures well.)
- Prepares financial updates to parishioners on a regular basis.
- Oversees the management of both parish and Diocesan fundraising events.
- Provides weekly and monthly financial updates and reports (cash flow) to the Pastor.
- Review annual financial reports for the Diocese.
- May oversees all major fund-raising campaigns and collection activities.
Committees
- Attends all Finance council and parish office staff meetings, and/or as assigned.
- Be responsive to the administrative and clerical needs of all parish committees and ministries.
Information Technology
- Oversees the implementation of Parish IT Contract with outside Vendor. While we rely on the vendor to perform and manage our IT needs, the candidate is ultimately responsible for ensuring a working, secure, and supported network environment.
- Plans and budgets for replacements and upgrades of computers, servers, and related network equipment.
- Monitors vendor to ensure compliance with network security, regular backup, and disaster recovery plans.
- Reviews reports of health of the network (e.g. bandwidth used, computer and server patching, firewall status and alerts)
General
- Assists in overseeing safe environment protocol at all times.
- Acts as “point person” for inquiries on parish business and administrative matters, making appropriate referrals as needed. This includes reviewing/negotiating of all contracts and seeking Diocesan approval of any contract greater than $10,000.
- Be a catalyst for good cooperation and business relationships among all parish programs or departments, staff, committees, ministries, and parishioners.
Typical Decisions And/or Recommendations Made In This Position
- The incumbent must use good financial, management, and general accounting judgment when making decisions, providing feedback, and/or recommendations.
- Provides leadership to Parish administrative staff and /or vendors as necessary.
Supervision Given And/or Received
- Received: moderate supervision given to this position from Parish Pastor
- Given: this position provides feedback and guidance to the Parish Administrative staff, volunteers, and/or vendors upon advice and consent of the Parish Pastor
Internal Contacts
- Priests, Employees, Volunteers, and/or Parishioners
External Contacts
- Diocesan Staff and/or Vendors
Working Conditions And/or Physical Requirements
- This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding business needs, tight deadlines, and heavy workloads.
- Ability to sit and perform computer work for lengthy periods of time.
- Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels of shelves, climbing up a stepladder to access files.
- Significant amount of time regularly spent answering and speaking on the telephone providing customer service support and problem solving both internal and external customers.
- Data entry via computer keyboard requires repetitive and frequent hard and wrist movement.
- Ability to lift up to 35 pounds with assistance and up to 60 pounds with assistance.
- Required to work some nights and weekends.
- Ability to maintain CONFIDENTIALITY.
Travel Requirements
- Travel may be required to Diocesan Parishes and/or the Catholic Center, along with occasional trips to vendor locations for meetings
- Travel may be required to vendor for supplies.
Education And Experience Preferred
- Bachelor’s degree preferred, or 5 to 6 years of comparable work experience.
- 4 to 5 years of experience as Manager or Supervisor in an office environment. Experience within a Catholic Church Administrative Office is preferred.
- 3 to 4 years of experience with Fiscal planning and management, general accounting, budgeting and payroll
- Accounting and Bookkeeping knowledge Preferred.
- Budget and Financial Analysis Experience Preferred
Knowledge And Skills Preferred
- Knowledge of the basic teachings of the Catholic Church
- Knowledge of Microsoft Office/Intermediate to advanced capabilities with a heavy emphasis in Excel and Word. Experience with Publisher and PowerPoint applications and other administrative software.
- Knowledge of use of office equipment
- Excellent organizational skills
- Demonstrate professional written and verbal communication skills.
- Demonstrate analytical, customer service skills and ability to prioritize and be able to effectively multi-task.
- Ability to oversee technology concepts, including personal computer and network server needs.
- Active member in good standing of a Roman Catholic Parish Church with knowledge of the Catholic Church Organizations
- Able to think proactively, critically, and plan effectively.
FLSA Designation: Exempt
