The Pastoral Center located in Palm Beach Gardens, Florida is searching for a full time Regional Bookkeeper.
The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance. The diocese also provides a 403(b)-retirement plan to all employees. Information on our benefits and retirement programs can be found here, https://www.diocesepb.org/employment-center/employee-benefits/.
Role & Purpose:
The Regional Bookkeeper provides various support to entities of the Diocese as assigned and provides operational support to the respective Regional Accountants who will provide the overall financial support to the Entities.
Essential Duties and Responsibilities:
- Responsible for the preparation of monthly financial statements with comparison to budget and prior year results in accordance with Diocesan Policies and Procedures.
- Provides day-to-day financial support services including accounts payable, credit card processing, payroll processing, cash receipts deposits, bank reconciliations and all general ledger account reconciliations.
- Responsible for maintaining parishioner tithing records and providing occasional general office support, depending on size of entity oversite only may be requirement.
- Oversees maintenance of employee personnel records and maintains financial records.
Financial Tasks:
- Provide accurate and timely bookkeeping, payroll and financial reporting for the entities assigned helping to establish best practice standard chart of accounts and standardized reporting formats
- Prepare journal entries and maintain general ledger accounts in compliance with Diocese of Palm Beach policies
- Record all bank deposits for offertory in compliance with Diocesan procedures and other items especially donations/contributions as needed and monthly bank reconciliations on all bank accounts in Sage 50 Accounting system according to Diocese of Palm Beach policies and Pastor’s direction:
1. Offertory – Offertory, 2nd Collection, credit card receipts and all collections at masses.
2. Miscellaneous – Stole Fee, Religious Education, Adult Ed, Vigil Candles, Altar Flowers, etc.
3. Mass Offerings – Mass Offerings and Novenas
4. Youth Ministry – Youth Ministry fundraisers
5. Any other Ministry or auxiliary accounts – CCW, Outreach Ministry, Hispanic Ministry, etc.
- Process credit card payments for donations and other appropriate receipts
- Maintains or oversees all posting of offertory accounts in the Parish Data System (PDS) system and proper balancing to offertory tally sheet reports and preparation of End of Year Donor Tax Reports for parishioners
- Prepares or oversees thank you and acknowledgement letters for offertory donations over $250
- Verify and pay invoices in a timely manner. Prepare checks for bills, Diocesan second collections, reimbursements, loans, savings, benefits (health & pension) etc. in Sage 50 including all auxiliary accounts in detail (ie: CCW, etc.)
- Ensures Collection of W9’s and Certificates of Insurance per DOPB policies
- Coordinate all payroll preparation and processing per Diocese Payroll Policies & Procedures with submission of appropriate reports to DOPB payroll, Pastor and records for attachments to appropriate journal entry
- Ensure compliance with all State and government filings, which includes the following but is not limited to complete and accurate annual 1099, W-2, W2G/945 filing and I-9 filing while maintaining complete documentation of all efforts that can be readily assessed and viewed by other staff according to DOPB policies and procedures
- Provide accurate and timely reporting on the financial activity of individual projects and any requested Pastor worksheets
- Be aware of all leases, contracts and other financial commitments and account according to policies and procedures
- Document and maintain complete and accurate supporting information for all financial transactions
- Assists the Regional Accountant on a regular basis regarding business decisions and keeping RA updated on all accounts and areas of interest and/or concern
- Prepare and submit timely financial statements for Regional Accountant Review first then Pastor, Parish Finance Council and Diocese as required along with other supporting reports and schedules as needed, including all balance sheet schedules for verification of balances
- Assist Regional Accountant in preparation of annual operating budget and maintain budget in Sage 50 to produce actual vs. budget reports. Explain significant variances as necessary
- Maintain parish financial files as required by DOPB policy & procedures and general accounting and retention practices
- Maintain petty cash accounts as necessary
- Process Capital Campaigns, CIP accounts and Expenditures per Diocesan Policy and Procedures
- Submits required DSA transmittal reports to the Diocese and reviews monthly DSA reports
- Attend Finance Council and other committee meetings, when appropriate, as well as Diocesan bookkeepers and benefits meetings
- Help in preparation of the Annual Parish Finance report to Bishop in collaboration with the Regional Accountant of financial results per DOPB policy
- Prepare all supporting information for the triennial agreed upon procedures program and liaise with the Regional Accountant and the external auditors as necessary
- Maintain good working relations with Diocesan offices, Annual Bishop’s Appeal, Finance and Administration.
- Maintain absolute confidentiality about parishioners, parish finances, activities in or about the parish, priest(s) & personnel, and others associated with the operation of the parish.
Employee Benefits Tasks:
- Maintains records of employee benefits and personnel records.
- Keeps abreast of any change or updates in the Diocesan regulated benefit packages.
- Oversees or assists all new and existing employees with Human Resource inquires.
- Prepares or oversee and forwards all required Employee Benefits forms to the Diocese of Palm Beach for existing and new personnel.
- Responsible for maintaining accurate employee records such as vacation, sick time, medical leave, pension, personal leave, evaluations, timesheets, salary changes, corrective actions, etc.
- Maintain tracking of employee vacation and sick time.
- Maintain or oversee the update of employee job descriptions and keep signed copy in employee files.
- Maintain absolute confidentiality about employees, volunteers file contents.
Qualifications:
- Minimum of Bachelor’s Degree in Accounting preferred. However, some college or post high school vocational tech school credits in accounting with equivalent business experience acceptable.
- 5+ years of accounting including accounts payable, payroll, general journal entries, general ledger analysis, and financial statement comparative reporting and budgeting.
- Bilingual a plus (ability to read, write, speak, and translate English/Spanish)
- Experience in helping to organize and manage the workflow of a busy office preferred.
- Must have a solid background in general business office operations and specifically, in accounting, generally accepted accounting principles, and comprehensive financial reporting.
- Needs to be an effective communicator and be able to provide specific operational and financial information and work in collaboration with the Regional Accountant and Pastor on coordinating payroll and employee benefit plans per Diocesan Policies & Procedures.
- Proficiency in MS Office Suite, including Word, Excel, Outlook, Internet and Sage 50.
- Excellent and professional telephone manner and interpersonal skills.
- Ability to work effectively with Diocesan employees, departments heads, representatives of other agencies and the general public.
- Ability to multi-task, work independently and make responsible judgment calls.
- Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality and able to exercise discretion, safeguard the integrity and confidentiality of all employee records
- Ability to organize, coordinate workflow and meet deadlines.
- Ability to communicate verbally and in writing.
- Ability to use various office machines, such as copier, fax machine, postage meter, phone meter, phones, etc.
- Reliable insured vehicle and ability to travel to locations within the Diocese of Palm Beach
Physical Requirements:
- Occasional light lifting and carrying of under 15 pounds
- Occasional moderate carrying and lifting of 15 – 44 pounds
- Frequent use both hands and fingers (i.e., typing)
- Frequent extended periods of sitting
- Occasional periods of standing, kneeling and climbing
- Occasional ability of minimal hearing (i.e., loud noises, sirens) and routine hearing (i.e., listening to others in conversation)
- Occasional time spent working closely with others
The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
To apply, download and complete the Employment Application (https://www.diocesepb.org/employment-center/employment-applications.html) and submit along with your resume, salary requirements and list of references to the attention of Gretchen Wood, Human Resources Coordinator:
Via US Mail: Diocese of Palm Beach
9995 North Military Trail
Palm Beach Gardens, FL 33410-9650
Via Fax: (561) 775-9575
Via Email: careers@diocesepb.org
Job Type: Full-time
Benefits:
- 403(b)
- 403(b) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Physical Setting:
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Accounting: 5 years (Required)
Work Location: In person
