Description

Employment Status: Part-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday – Friday 9 am – 2 pm

Reports to: Pastor

Benefits may include:

• Paid Holidays/Holy Days (vary by location)

• 403b Retirement

• Employee Assistance Program

Summary:

The Bookkeeper fulfills the mission of the parish by ensuring effective and efficient administration of bookkeeping, accounting, and HR functions. The bookkeeper is responsible for maintaining the Parish financial records and providing the pastor with reports that reflect the overall financial status of the Parish. They are also required to prepare reports for Financial Council meetings. Attendance at these meetings is requested.

Essential Functions

Accounting/Bookkeeping

Essential Duties and Responsibilities:

Payroll preparation and processing: Maintain employees payroll files, verify timesheets. Process payroll bi-weekly for employees; monthly for priests/pastor.
Accounts payable: Pay all bills and keep detailed records of such in a timely manner and record with proper codes in ParishSOFT accounting. Must be familiar with the chart of accounts. Stay current with all data entry.
Create and maintain accounts payable vendor files. Submit year-end 1099 forms as required by law to vendors who qualify.
Receivables: Record all deposits.
Oversee Money Counters ministry.
Record all parishioner contributions in ParishSOFT. January of each year send out contributions statements to parishioners.
Keep clear, current and mandated records of all financials.
Reconcile all banking accounts on a monthly basis. Communicate with ministries (Guadalupanos, Helping Hands) for itemization of deposits/expenses in order to reconcile these accounts.
Close each month in PS accounting in a timely manner after all financials reconciled.
Work with staff on yearly budgeting for ministries, etc., for final approval by pastor.
Perform all end-of-year (fiscal; June through July) as required by the Archdiocese.
Submit a parish annual summary of financial position with the finance council chair and pastor’s approval.
Keep updated on 2nd Collection schedule for liturgy ministry, as well as submitting 2nd Collection donations to Archdiocese in a timely manner.
Prepares financial budget and reports for pastor approval and prepares status reports for staff.
Monitors budget to actual performance.
Maintain spreadsheet reports for various church ministries: ACTS, St Thomas Charities, Festival fundraisers, and any other requested.
As above, attend Finance Council meetings (every 2 months, minimum of 4 per year required). As requested by the pastor, record minutes. Present current Statement of Financial Position.
Attend periodic seminars and workshops, either live or Zoom, offered by the Archdiocese for ongoing training.
Back up the secretary as needed with phone calls, parishioners presenting to office or if she is out of office.
Review and approve contracts & service agreements as necessary.

Supervisory Responsibilites: This position has no supervisory responsibilities

Human Resources Duties

Prepares, reviews, and submits bi-weekly and monthly payroll in a timely and accurate manner.
Responsible for providing Pastor appropriate time report registers for review and approval.
Ensures employee records are always current and accurate in HRIS system.
Coordinate with Human Resources on deployment and implementation of HR policy and/or process changes, as appropriate.
Assist Pastor in the administration of Archdiocesan Hiring Policies which include recruiting, hiring, onboarding and new employee orientation.
Reconciles employee benefits to monthly invoices and ensures completed correctly and in a timely manner.

Other Requirements

Assists other office personnel in completing duties as needed.
Performs a variety of office duties, such as typing, filing, answering the telephone, sorting financial mail correspondence, assisting office visitors and other related duties as assigned.
Ability to establish and maintain effective working relationships.
Exceptional communication and collaboration skills.
Strong organizational and time management skills.
Ability to work in fast-paced environment.
Always maintain confidentiality and professionalism.
Supports and upholds the philosophy of Catholicism and the mission of the parish.
Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.

Requirements

Minimum Qualifications:

Qualifications: 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.

Education and/or Experience: High School diploma or equivalent. Associates degree in accounting preferred. Three to five years bookkeeping experience preferred.

Skills and Knowledge

Knowledge of General Accepted Accounting Principles (GAAP).
Previous experience with accounts payable A/P, accounts receivable A/R, general ledger, payroll, and bank/benefit reconciliations.
Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Proven experience with accounting software. The Archdiocese uses ParishSOFT and offers training.
Intermediate level of proficiency with MS Office (Word, Excel, PowerPoint, Outlook)
Attention to detail and advanced organizational skills
Must be able to work independently and be a self-starter

Language Skills:

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence and procedure manuals.
Ability to effectively present information and respond to questions from pastor, parishioners, ministry leads and the general public.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands:

Office job at parish
Must be able to remain in a stationery position 80% of the time.
Operates a computer and other office machineries such as copy machine, fax/printer.
Occasional lifting 10-20 pounds.
Physical use of telephone.

Preferred Qualifications:

English-speaking (Spanish, but not required).
Experience with Parish accounting and payroll systems

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.

St. Thomas the Apostle

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