Parish Business and Accounting Manager

Job DescriptionJob Description

Qualified candidates may send their resumes to Reverend Joseph T. Shenosky, Pastor at the address listed above or at: Fr.jshenosky@mmredeemer.org

PARISH BUSINESS AND ACCOUNTING MANAGER (Full-Time)

The basic role of the Business Manager is to supervise the temporal aspects of parish activity (including finances) and to accept the day-to-day responsibilities associated with these areas. This allows the Pastor time to concentrate on, to a greater extent, the spiritual aspects of parish life and fulfilling the parish mission. However, the ultimate responsibility for the administration of the parish still rests with the Pastor and the Business Manager needs to keep the Pastor informed on all important and pertinent situations which may occur. His/her knowledge of the financial world is most important to assist the Pastor and the finance council.

In that there be a truly beneficial collaboration between Pastor and Business Manager, the following guidelines are offered as a job description for a Parish Business Manager.

JOB OBJECTIVE

To provide leadership and supervision of the financial and temporal aspects of the parish in such a way as to enable the Pastor to concentrate on the spiritual affairs of the parish. This leadership is, at all times, framed by the necessary approvals from the Pastor in concert with the Policies, Procedures and Guidelines set forth by the Archdiocese regarding financial and temporal transactions.

The position calls for coordination with other members of the staff, participation in staff planning and operational meetings, and significant dialogue with the Pastor so that he is fully apprised of matters being considered and acted upon by the Parish Business Manager.

The Parish Business and Accounting Manager must be sensitive to the nature of information he/she has access to and must treat it confidentially accordingly.

JOB DESCRIPTION

Financial Management

Financial Records

• Perform and/or supervise the accounting function of the parish. The Business Manager needs to fully understand and be responsible for the parish accounting system from original entry through financial statements.
• Prepare or require the preparation of monthly, quarterly and year-to-date financial reports for review by the Pastor and the Parish Finance Council. Fiscal year-end financial reports should be submitted on a timely basis to the Office for Parish Service & Support
• Perform and/or supervise the maintenance of parishioners’ contribution and students’ tuition records.
• Perform and/or supervise the processing, entering and payment of all parish bills including those due to the Archdiocese on a timely basis.
• Perform and/or supervise the processing of payroll and meet payroll tax deposit requirements, as well as insuring that all Archdiocesan reporting is completed timely.
• Perform and/or supervise the maintenance of other financial records required by the Archdiocese or the Pastor.
• Review all long and short term contracts encumbering the parish for goods or services prior to signature by appropriate staff. Review all long and short term contracts coming up for renewal within the appropriate time frame to either negotiate renewal and/or require a bid process for replacement.
• Submit the balanced annual budget for review and approval to the Pastor, and Parish Finance Council. Balanced operating budgets should be submitted on a timely basis to the Office for Parish Service & Support.

• Financial Internal Control
• Develop and monitor a strong system of internal control for parish processes.

• Establish security procedures to ensure the safety of parish funds.
• Review all invoices prior to payment for reasonableness and accuracy. Both invoices and checks should be submitted to the Pastor for approval and Pastor for signature.

• Funds Management
• Monitor and reconcile all parish bank accounts. Maintain surplus funds in insured accounts which are interest bearing.
• Schedule vendors’ payments to obtain purchase discounts.

• Budget

• Coordinate, along with the parish/school leadership, the preparation of, at a minimum, a balanced annual operating budget for the parish.
• Review and analyze the financial reports by comparing the actual receipts and expenditures with the approved budget on a monthly/quarterly basis and advise the Pastor and Finance Council of significant variances.

• Personnel
• Supervise the maintenance of personnel records for all staff and be certain they include all pertinent information relating to the employees. Determine that all appropriate federal, state and local taxes as well as benefit deductions are accurately withheld.
• Where appropriate, participate in or be responsible for the hiring and termination of employees subject to the prior approval of the Pastor. Ensure that all payroll and fringe benefit records are properly processed.
• Supervise the training of new parish employees, when required.
• Conduct the employee benefits open enrollment. Handle requests to change benefits and ensure the accuracy and timeliness of insurance charges and deductions both in payroll as well as benefit billing, according to Archdiocesan and parish policy.
• Monitor the parish’s employment policy to be certain that it complies with all laws concerning health and safety standards, employment of minors, and with Archdiocesan employment policies regarding employee benefits. Monitor and review employee items such as reasonable assurance letters, contracts, timecards and termination records.

• Parish Records

• Supervise and/or maintain parish records (exclusive of spiritual records) including census records and mailing lists. All sensitive information must be treated in a confidential manner. In addition, ensure that all parish records are maintained according to Archdiocesan record retention guidelines.
• Ascertain and/or ensure that all necessary mailings are made in an orderly and efficient manner.

• Physical Plant

• Conduct an ongoing inspection of parish grounds and buildings to ensure that the property is maintained in a safe and aesthetic manner.
• Supervise the activities of the parish maintenance staff, and inspect all completed maintenance and repair projects.
• Obtain competitive prices and purchase supplies and equipment from vendors offering the best quality items for the most reasonable price.
• Conduct capital addition and improvement surveys and submit reports to the Pastor and the Finance Council concerning the nature of the work required, the priority of completion, and the estimated cost, if available.
• Be certain that all procedures followed in connection with repair, renovation, and construction projects conform to the Policies, Procedures, and Guidelines for Archdiocesan Capital Projects. This would include real estate and insurance transactions.

• Parish Organizations

• Monitor compliance with Archdiocesan policy regarding parish organization bank accounts.
• Review the financial reports of parish organizations prior to their submission to the Pastor.
• Review the bank statements and cancelled checks of parish organizations prior to releasing them to the organizations’ treasurers.
• Coordinate the fund-raising efforts of the parish organizations to prevent duplication of effort and to ensure their compliance with legal and insurance requirements.
• Supervise the storage of the organizations’ financial records which are over a year old in the rectory.

• Job Qualifications

Active, participating Catholic in good standing with the Church. Post-secondary training and education leading to a Bachelor’s degree in Business, Finance, or related discipline or equivalent in experience. Trained and experienced in Human Resources/Personnel management. Experience in technology management and familiarity with PC programs and software, e.g., QuickBooks, FACTS Tuition Management, ACH contributions, PDS (Parish Data System) and Word. Excellent communication skills and interpersonal skills. Possesses oral and written presentation skills. Successful completion of a criminal background check and all clearances required for employees of parishes in the Archdiocese of Philadelphia. Willingness to help with coverage of phones and door when no staff is available.

• Any additional duties as required by and in support of the Pastor’s responsibilities to the parish.

---