Description
SUMMARY
The parish Business Manager is an administrator in support of both the Pastor’s and School Principal’s responsibilities to the parish and school. For the remainder of this job description the use of the word parish includes both the church and school communities.
The Business Manager is a steward of the financial and personnel resources of the parish and provides leadership and consultation among various groups, committees and processes in the parish. The Business Manager will be a person of faith committed to Gospel values, the responsible management of resources, and will help the parish fulfill its mission and purpose.
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 typical tasks performed by the Business Manager. Other duties may be required and assigned.
Administrative Responsibilities
- Directs the management of the parish office and parish records.
- Coordinates parish and school liability and property insurance, and workers compensation with diocesan general insurance program.
- Maintains good working relationships and effective communications between parish, community, various groups, and outside authorities.
- Attends all pastoral staff meetings, school advisory meetings, and Parish Council meetings as necessary.
- Attends all diocesan meetings, as necessary, representing the parish and the Pastor.
- Consults with and advises the Pastor and school Principal on business and administrative matters that affect the parish or school.
- Professionally communicates and interacts with staff members, management team, and diocesan officials.
- Supervises and assists committees planning parish events and fundraisers.
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 parish and school.
- 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 Responsibilities
- Reviews and approves regular payroll, associated taxes, and reports for the Parish.
- Acts as liaison between the parish, school, and the diocese in financial matters.
- Develops and maintains budgets, coordinates parish liability and property insurance, workers compensation and ensures parish compliance with Diocese of Orlando standards.
- Assists in notifying payroll services of changes in employee salaries.
- Prepares bank deposits and records receipts.
- Prepares vouchers including coding and payment of outstanding invoices.
- 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 checks requests and hand check notices as required.
- Provide other accounting information and backup for posting in the parish’s GL.
- Compile, scan, and upload the Weekly Accounting Package with the above to DSAS.
- Review monthly and periodic financial data with the DSAS Staff.
- Maintains tight deadlines and a multitude of accounting activities including general ledger preparation, financial reporting, year-end audit preparation and the support of budget and forecast activities, and payroll and associated taxes and reporting for the church.
- Ensures an accurate and timely monthly, quarterly and year end close and that monthly and quarterly bank compliance activities are performed in a timely and accurate manner
- Acts as staff liaison to the parish and school Finance Committee(s).
- Maximizes cash management resources.
- Coordinates and reviews parish organizations’ funds and approves purchase orders.
ADDITIONAL RESPONSIBLIES
- Performs additional projects as required by the Pastor and/or school principal.
- Complies with Federal, State, and local legal requirements by studying requirements, enforcing adherence to requirements, filing reports, and advising management on needed action.
- Protects operations by keeping information confidential.
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 administration, accounting, or related field from an accredited college or university. Working knowledge of accounting and budgeting principles and practices. Including five or more years of operations experience, financial and budgetary experience, and the ability to monitor revenue and expense guidelines for the parish. Extensive computer work with knowledge of Microsoft Word, Excel and QuickBooks software is required. Experience with PDS and Paylocity is a plus. Additionally, three to five years of supervisory experience in a related field.
OTHER SKILLS and ABILITIES
- Working knowledge of budgeting principles and practices (including use of spreadsheet software), general ledger and reconciliation practices.
- Excellent interpersonal skills and the ability to work as a member of a team. Experience within a Catholic environment a plus.
- Ability to oversee day-to-day cash flow and finances.
- 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.
- Attention to detail and working well with others.
- ·Ability to effectively communicate with the Pastor and school principal. 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 ENVIRONMENT
Work is performed mostly in an office setting. The Business Manager may be required to work more than 40 hours per week including occasional evenings and weekends; performs extensive computer work
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 (up to 15 pounds).
