Reports to: Pastor
Bookkeeping
· Process and pay invoices and file paid invoice copies.
· Post all accounting data into QuickBooks program.
· Reconcile bank accounts monthly.
· Prepare and submit data to diocesan accounting department for parish financial reports.
· Reconcile diocesan financial reports with parish QuickBooks program.
· Serve as resource person for Parish Finance Council; attend and prepare reports for quarterly Finance Council meetings; assist Pastor and Finance Council in the preparation of the annual budget.
· Enter school tuition and fees FACTS payments into QuickBooks.
· Serve as liaison with diocesan offices.
· Communicate donation information with parish secretary for posting in church bulletin.
· Share school financial information with school Principal and Pastor.
· Reconcile Mass Intention Journal with checking account annually, forwarding overage to diocesan office.
· Produce and distribute annual donation statements for all parishioners giving over $500.00.
· Collect W-9 forms and certificates of liability insurance from vendors.
· Mail IRS forms 1096 & 1099 annually.
· Submit W-2 information for priest(s) to the diocese.
· Utilize the FACTS school tuition and enrollment database as needed.
Donations & Deposits
· Tabulate automatic giving donations in QuickBooks.
· Work with volunteer money counters in totaling weekly collections.
· Process and take deposits for church and school to the bank.
· Code deposits in QuickBooks accordingly.
· File deposit paperwork and receipts in appropriate files.
· Post and oversee volunteer posting of all envelope receipts and donations to the Parish Data System (PDS).
· Process donor acknowledgement letters for qualified charitable distribution donations.
· Reconcile school deposits with school administration’s spreadsheet immediately after the deposit is made.
· Work with school staff in Guardian Angel appeal mailing, donation tracking, public digital donor acknowledgement, and donor acknowledgement mailing.
· Collect votive candle monies with parish Secretary.
· Seek, submit, and maintain information for Walmart school grant.
Human Resources
· Maintain employees’ employment files.
· Process new employee paperwork and employee termination paperwork; send paperwork to the appropriate diocesan departments.
· Generate contracts for salaried staff and process accordingly.
· Process end of calendar year accounting paperwork and submit to proper entities (i.e., federal government, state government, diocesan accounting department).
· Tabulate employee vacation days, sick days, personal days, and paid personal time hours.
· Process criminal background checks for employees and volunteers.
· Communicate changes in employee handbook and diocesan policies to parish and school staff.
Miscellaneous
· Prepare for diocesan audits; implement post-audit procedure changes.
· Assist Principal in ISBE audit preparation.
· Destroy old files according to the diocesan document retention schedule.
· Attend semi-annual Business Managers’ meetings.
Payroll
· Distribute parish and school employee timesheets; gather timesheets for processing.
· Process payroll in Paylocity program.
· Input payroll into QuickBooks.
· File payroll paperwork.
· Scan and email payroll figures to the diocesan accounting department.
· Make Pastor and/or Principal aware of employee overtime.
· Distribute paychecks and/or paycheck stubs.
Purchasing
· Make purchases for parish office and Parish Buildings & Grounds Commission.
· Minimum of Associate degree in Business, related discipline, or equivalent experience.
· Strong knowledge of QuickBooks and Microsoft Office applications.
· Basic knowledge of accounting practices.
· Demonstrate understanding, respect and support of the Catholic Church teaching, mission, and values.
· Ability to work in a team environment and have a service mindset when working with others.
· Able to identify issues and propose recommendations/solutions.
· Can be trusted with highly confidential information.
· Strong drive to achieve results.