The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
General Position Summary
Responsible for the financial management and bookkeeping services for the parish. Assists in developing strategies, communicating and implementing financial/accounting policies, monitoring and reporting financial trends, and completing routine bookkeeping functions under the direct supervision of the Pastor (or Chief of Staff).
Principal Accountabilities
General Administration
- Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
- Supports the Business Manager in preparing, managing, and providing ongoing analysis of the operating administrative budget according to Diocesan and parish policies.
- Responsible for creating and submitting next-year budget submissions in accordance with promulgated deadlines.
- Prepares and delivers monthly budget and variance reports to the Business Manager and Pastor.
- Guides employees and ministries through the budget preparation process.
- Responsible for budget compliance as it applies to his/her respective position; prepares and delivers monthly budget and variance reports (including a summary of purchase orders and reimbursements) to the Business Manager.
Administrative Assistance for Parish Councils
- Develops and securely stores financial reports, in coordination with the Business Manager and Administrative Assistant, for official parish councils (Finance Advisory Council [FAC], Parish Advisory Council [PAC], and Stewardship Council).
- Responsible as the secondary point of contact for parish council report binders.
- Does not retain authority for decisions concerning the disclosure of sensitive or confidential information (especially financial information); must receive written authorization from the Pastor or Chief of Staff for requests or proposed changes relating to the disclosure of sensitive or confidential information; does not disclose information if authorization is in doubt.
Finance/Accounting
- The Catholic Diocese of Fort Worth Abbreviated Administrative Procedures Handbook sets forth the policies for Accounting, Budgeting, Fundraising, and Cash Management. The Finance Manager should be familiar with these policies and ensure that the policies are followed.
- Coordinates with the Diocese to establish and maintain standard parish-specific guidance for transaction accounting within the accounting system.
- Coordinates with the Director of Saint Michael Academy for financial record keeping and tuition rate analysis.
- Maintains the financial bookkeeping system for the parish including accounts payable and receivable ledgers and financial statements.
- Maintains bank accounts for the parish, including deposits, processing check requests assuring proper authorization for expenditures.
- Coordinates with the Business Manager and ensures all invoices are paid in a timely manner; ensures all checks are signed and mailed in time to be received by the due date.
- Maintains reconciliation of Cash Receipt Books.
- Reconciles Petty Cash for the parish.
- Performs the payroll accrual reconciliation for the parish.
- Performs reconciliation of employee benefits.
- Maintains vendor payment information. Prepares and mails yearly Form 1099 and Form 1096.
- Completes month-end and year-end close processes; record adjusting journal entries as necessary.
- Coordinate electronic funds transfers to the Diocese for the parish.
- Reviews Accounts Receivable (AR) invoice from the Diocese for the parish; reports any disputes on the AR Draft to the Diocese.
- Prepares and files Texas Sales and Use Tax Reports and submits the tax.
- Coordinates with the Administrative Assistant to create and communicate finance/accounting policies and procedures.
- Prepares narrative of monthly budget variances and attends Finance Council meetings to answer questions; coordinates with the Administrative Assistant to create and distribute applicable reports to the Finance Council.
- Maintains bookkeeping skills and expertise by participating in diocesan-sponsored training, attending workshops and classes.
Record Retention Responsibilties
- Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
- Securely maintains a current work process binder for each major area of responsibility.
- Secure and orderly storage of finance/accounting records.
- Collection and presentation of finance/accounting records in the event of an audit.
- Securely maintains an inventory of correspondence, especially if related to financial or accounting matters, requests for the disclosure of sensitive or confidential information, authorization or denial of requests for the disclosure of sensitive or confidential information, check requests, and policy or procedural changes.
Internal Contacts
- Diocese Pastors, Priests, School Presidents, Principals, Business Managers, and employees.
External Contacts
- Diocese vendors, local, state, and federal agency representatives, and auditors.
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.
- This role routinely uses standard office equipment: calculator, computers, phones, photocopiers, filing cabinets, scanners, etc.
- This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary, extending arms and reaching files stored in multiple levels on file shelves; climbing up a stepladder to access files.
- Database entry via computer keyboard that requires hand and wrist movements.
- Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.
Travel Requirements
- Travel may be required to Diocesan Parishes, Schools, and/or the Catholic Center.
Qualifications
- Accounting degree preferred, or an equivalent combination of education and experience
- Previous bookkeeping experience required
- Knowledge of generally accepted accounting principles
- Experience with SAGE Intacct Accounting system preferred
- Ability to produce accurate and current parish financial data as requested by the Pastor, Chief of Staff, or Business Manager
- Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel
- Ability to learn custom church software.
- Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
- Ability to meet deadlines and follow directives from Pastor or Chief of Staff in a timely manner.
- Excellent organization, prioritization, and communication skills
- Excellent time management skills
- Willingness to continue with personal and professional development
- Demonstrated history of good judgement
- Ability to honor and maintain confidentiality
- Ability to work well with people from a diverse variety of audiences
- Demonstrated ability to recognize, honor, empathize, and work with the diversity within the parish community of St. Michael.
- Demonstrated aptitude for adaptability and flexibility
- Bilingual (Spanish/ English) is highly desirable, but not required.
FLSA Designation: Exempt Fulltime
