POSITION SUMMARY: Under the general supervision of the Pastor, the Business Manager is a professional administrator who oversees the parish’s day-to-day temporal business operations allowing pastoral staff to focus on spiritual ministry. The responsibilities include facilities and risk management, financial management and accounting, administrative and parish support and human resources.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (and other duties as assigned):
List the essential job duties that are specific to the position.
Relationship with the Pastor
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- Maintain a professional, transparent and full communication with the Pastor regarding all the Operational, Personnel, Financial, Administrative and Facility Management of the Parish
- Financial Management & Accounting (Core Priority)
- Lead and manage all parish financial operations, including accounting, budgeting, reporting and financial controls in accordance with Diocese of San Jose Accounting Standards and Generally Accepted Accounting Principles (GAAP)
- Prepare, administer and monitor the annual budget in collaboration with the Pastor and finance council
- Maintain a strong system of internal controls to safeguard assets and ensure proper stewardship
- Publish regular financial reports to include budget vs. actuals for leadership and diocesan review
- Main liaison contact with Diocesan Finance Office on approvals reporting and compliance
- Ensure accurate and timely financial reporting to the Diocese
- Oversee general ledger, accounts payable/receivable, payroll and bank reconciliations
- Coordinate and manage parish audits, including:
- Preparing documentation
- Working directly with diocesan auditors
- Implementing corrective actions and recommendations
- Collaborate with external accountants, CPAs and auditors as needed
- Ensure compliance with all applicable financial, tax and diocesan regulations
- Manage and oversee weekly collection count processes, donations, and restricted funds
- Record the posting of all monies into ParishSoft
- Issues
- Oversee church and office supplies (candles, hosts, etc.)
- Coordinate counting of the weekly Sunday offerings by counters for bank deposit
- Establish office recordkeeping and filing systems which include the summary of collection sheets after counting is done
- Prepare summary sheet weekly and ensure that they are kept at the parish office. Every week this is turned over to the accounting team for deposit.
- Review invoices and reimbursement check request for accuracy and for correct expense code assignment
- Manage online giving and ensure online funds are tied to accounting code revenue and restricted funds, if applicable.
- Create monthly reports for the accountant: online contribution, credit card payments, square, and benefit matching contributions
- Lead and coordinate stewardship initiatives, ADA Campaign, fundraising events and development efforts
- Prepare and submit grant applications to support parish programs initiatives
- Facilities and Risk Management
- Oversee maintenance and operations of all parish facilities
- Ensure monthly fire extinguisher inspections are conducted
- Maintain Parish Safety Hazardous Materials List
- Supervise maintenance staff and coordinate contractors and vendors
- Manage capital repairs, maintenance plans and vendor contracts
- Initiate and manage request for proposals on all major facilities projects
- Oversee Parish event contracts
- Ensure compliance with safety, insurance, and risk management policies
- Coordinate property, liability and workers’ compensation insurance
- Support safety programs, inspections and incident reporting
- Administrative and Parish Support
- Direct daily operations of the parish office
- Main liaison contact with Diocese Office of Protection of Children and Vulnerable Adults
- Supervise administrative staff and volunteers
- Attend and support Finance Council and leadership meetings
- Assist with stewardship initiatives, fundraising coordination, and development efforts
- Participate in parish life and support the mission of the Church
- Human Resources
- Administrative staff oversight, including hiring coordinate (Pastor retains authority), job posting and position creation
- Manage local Workday process daily and employee benefits and maintain confidentiality in all personal matters
- Monitor employee safe environment compliance
- Oversee, initiate, process, and follow up Human Resource actions, including write-ups, warnings, violations, performance improvement plans, suspension and termination
- Ensure compliance with Diocesan HR policies and employment regulations
- Provide safety reminders and illness protocols for staff
- Other duties as assigned by the Pastor
REQUIRED SKILLS/ABILITIES:
- Knowledge and experience in the application of Generally Accepted Accounting Principles (GAAP)
- General knowledge of accounting and posting journal entries:
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- GL account reconciliation and adjustments.
- Experience with Month-end and Year-end processes and audits.
- Intermediate MS Excel spreadsheet skills including VLOOKUP and pivot tables.
- Strong managerial and administrative skills.
- Able to establish and maintain positive, effective working relationships with pastor, parish staff and volunteers, parishioners, vendors, etc.
- Self-motivated and reliable.
- Ability to work independently and with a sense of immediacy.
- Outstanding interpersonal skills with a strong customer service focus (internal and external).
- Ethical and discreet team player.
QUALIFICATIONS
Education and/or Experience
- AA degree in Accounting or Business, BA/BS in related field preferred.
- At least five years’ professional experience in accounting, finance or business management required
- Previous experience in parish administration preferred
Technical Skills (Highly Important)
- Strong proficiency in accounting principles and financial management
- Experience with:
- Budgeting and financial analysis
- Internal controls and audit processes
- Financial reporting
- Proficient at word processing, presentation and electronic mail applications
- Experience with finance systems and ParishSoft
- Working knowledge of Workday
- Proficient with word, Excel, PowerPoint and other Micorsofe Office applications
Professional Competencies
- Experience working with audits, auditors, and compliance processes
- Ability to collaborate with CPAs, accountants and finance offices
- Excellent analytical, organizational and problem-solving skills
- Excellent written and verbal communication skills
- Ability to lead collaborate and work across multiple stakeholders
Physical Demands
- Sitting, standing, walking, reaching, lifting, repetitive motion, bending, stooping, crouching, climbing, stretching and twisting
- Can operate standard office equipment such as copiers, fax machines, personal computer, telephone and alarm system
- Can lift 10lbs in compliance with safety standards
- Level of vision, hearing and speaking required
Other Requirements
- Able to work evenings and weekends if required
- Must be a practicing Catholic with knowledge and understanding of the Catholic Church in general
- Ability to integrate Catholic values into administrative and operational decisions
- High level of integrity, discretion, and ability to maintain strict confidentiality
- Ability to work effectively with clergy, school leadership, staff and parishioners
- Able to work in a team-oriented environment, maintain professional, respectful and gospel-oriented personal relationships
Annual Salary Compensation: $75,000 to $95,000 (depending on experience and qualifications)
To Apply: Send in Resume along with Cover Letter
