SUMMARY: The Controller for the Catholic schools supervises/manages the application of accounting principles and budgeting practices for the system of Catholic schools for the Roman Catholic Diocese of Syracuse. This position supports and advises on the accounting and control functions for the schools; monitors expenditures and prepares monthly financial statements and analytical reports for diocesan administration; communicates financial information to the principals; and provides technical training and assistance to professional personnel assigned to the Catholic school accounting functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Diocesan Responsibilities:
- Provides oversight and training for all diocesan Catholic schools’ practices to include accounting, internal controls, billing, and collection; and assists with staff on-boarding.
- Compiles and analyzes quarterly financial statements from each school to maintain the accuracy of these records, alerting school board/pastor, superintendent, CFO of any deficiencies or areas of concern.
- Prepares quarterly (or when requested) financial executive summary for diocesan administration outlining areas of concerns and meets with superintendent and CFO to review and implement a plan of action. This includes income statements, balance sheets, budget variance, tuition receivables, cash management, parish assessment receivable reports, and other A/R reports.
- Meets with relevant pastors or school board members to report/discuss areas of financial concern as needed.
Catholic School Office Responsibilities:
- Ensures that all CSO diocesan bills and employee-related expenses are submitted and paid on a timely basis.
- Prepares the annual CSO budget with the superintendent; monitors actual versus budget throughout the fiscal year.
- Creates and executes all purchase orders.
- Attends school administrative meetings as needed.
- Oversees and maintains records for all CSO SDIF investment accounts in coordination with Finance office. Requests funding and loans as needed.
- Reconciles monthly Heritage Foundation grant disbursements report from Finance Office.
- Coordinates with Finance office for invoicing to include parish subsidy, student accident insurance, asbestos, monthly legal fees, admin fee, accounting fee, scoring and any others.
School Responsibilities:
o Financial Aid—coordinates and prepares analysis and supporting documentation for all requests for financial aid annually, to include the following:
· Tap A – funded from Hope Appeal
· Tap C – funded from Heritage, McDevitt, and Scuderi grants
· NYS Mandated Services – creates annual templates used in the application process; works with the Assistant Superintendent on any requested documentation.
o Grants - assists in coordinating grants from various foundations, included as follows:
· Cabrini Grants
· Scuderi Grants
· Heritage Grants
-Assist superintendent in preparing annual grant requests for Heritage funding as well as coordinates submission for funding (payment).
-Coordinates the annual individual schools’ Heritage technology and marketing grants.
· McDevitt Grants
· Yeazel Foundation Grants
· Diocese Foundation Grants
o CSO Assessment – analyze and prepares recommendations based on Schedule A income and communicates approved amounts to Finance Office, parishes, and schools.
o General accounting for Trinity Catholic School (Oswego) such as: monthly accounting, A/P, journal entries, bank reconciliations, financial statements, forecasting, weekly AP check run, processes bi-weekly cash transfers from operating accounts to payroll accounts.
o Maintains administrative rights to Quickbooks for all schools.
- Monitors and reviews annual audited financial statement drafts (for schools with boards of limited jurisdiction) from accounting firms before finalized.
- Serves on school related committees as requested.
Budgets:
o Coordinates annual budget process and timelines for all schools.
o Prepares each school budget template in preparation for individual school budget meetings.
o Provides technical support and training for all school personnel in the preparation of annual budgets. Provides additional support as needed to schools that need assistance.
- Maintains all approved school budgets and the tracking templates that are used to create the school’s contracts/offers (in coordination with Human Resources) throughout the school year.
Assume other duties and responsibilities as required.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed above are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with qualified disabilities under the Americans with Disabilities Act to perform the essential functions of this position.
EDUCATION AND/OR EXPERIENCE: Bachelor’s Degree in Accounting plus five years experience.
- OTHER SKILLS AND ABILITIES: Computer knowledge and experience with excel and word and any other accounting software(s). Ability to work independently and as a team. Ability to set priorities. Detail oriented with excellent interpersonal skills. Strong analytical skills. Assume reimbursable travel within the Diocese to various schools.
