Assistant to the Bookkeeper

1 week ago

Austin, United States Diocese of Austin Catholic Parishes Full time
Job DescriptionJob Description

Job Summary:

The Assistant to the Bookkeeper, is responsible for the accurate, timely and efficient recording and processing of parish and school finances. The assistant will assist the Bookkeeper short- and long-term financial goals by providing data, analyses, and recommendations. The Assistant collaborates with all department heads and the Principal and Chief Operating Officer (COO) on purchases and maintenance of budgets.


Essential Job Duties:

  • Prepare all bank deposits for parish and school and provide accounting of deposits to the Bookkeeper
  • Organizing and tracking receipts for credit and debit card expenses
  • Responsible for accounting office mailings (including standard correspondence and bill payments)
  • Maintaining digital records of correspondence of invoices, deposits, expenses, expense requests, and other reports
  • Coordinating the storage and destruction of accounting files, as per parish retention policies
  • Coordinate daily with Bookkeeper and school office for account receivables and account payables
  • Process parish and school vendor orders for supplies and services as per purchasing policies
  • Filing of account payable invoices, deposit receipts and forms, and other accounting documentation
  • Recording and preparing physical deposits of school receivables
  • Verify School tuition and fee schedule in FACTS and notifying school parents of school obligations related to accounting
  • Other related duties as assigned by the Bookkeeper, Principal, and COO

Knowledge, Skills, and Abilities:

  • Knowledge of the basic teachings and structure of the Roman Catholic Church.
  • Highly efficient in operating various word-processing software, spreadsheets, and database programs.
  • General knowledge of QuickBooks Desktop with ability to add manage vendors, purchase orders, invoices, and printing checks.
  • Ability to work effectively with others (staff, clergy, religious, and laity).
  • Ability to provide excellent customer service to internal and external customers.
  • Highly proficient in organizing, prioritizing, and utilizing effective time management techniques.
  • Ability to always maintain respect.
  • Ability to follow instructions furnished in verbal or written format.

Minimum Qualifications:


Education and Trainings:

  • Minimum of 3 years' experience administrative assistant, project management, data entry, office clerk/management, reception, or general office work
    • Previous work in school or parish setting a plus
  • Baptized Catholic, actively living their faith, preferred

Licenses/Certifications:

  • Valid Texas driver's license.
  • Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish (St. Louis King of France Catholic Church and School - Austin, Texas) which the Bishop has entrusted to him. He makes Christ's mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.


Positions employed at St. Louis King of France Catholic Church and School - Austin, Texas help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

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