Business Manager

Our Lady of Grace Parish

Business Manager

The role of the Business Manager is to manage the temporal aspects of parish (which includes the office, the school and the cemetery) activity (including finances) and to oversee the day-to-day responsibilities associated with these areas. This allows the Pastor time to concentrate on the spiritual/academic 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, the Parish Finance Council and the Finance Committee of the Board of Limited Jurisdiction (school).

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 management of the financial and temporal aspects of the parish in such a way as to enable the Pastor to concentrate on the spiritual/academic 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 and outsourced cemetery, financial and maintenance companies; 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 Manager must be sensitive to the nature of information he/she has access to and must treat it confidentially accordingly.

Qualifications

The Business Manager is expected to have knowledge and understanding of the Catholic Church and her mission. Professional experience in bookkeeping, accounting, management and operations is necessary. The Business Manager should have:

1. A bachelor degree in accounting or business management is required.

2. Proficiency internet transactions is necessary

3. The ability to perform outlined tasks with minimum supervision.

4. The ability to prioritize projects

5. Self-motivation

6. Knowledge of accounting principles, practices, and budgeting

7. Excellent interpersonal communication skills

8. The ability to represent oneself professionally

9. Good organizational skills

10. Good record-keeping skills

11. The ability to meet deadlines

12. Good facilitation skills

13. The ability to maintain confidentiality

14. The ability to adapt to changes in routine or schedule

15. Must possess excellent analytical skills

16. The ability to work in a small office environment

Job Description

I. Manage Office Staff and Cemetery Staff

A. Manage 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.

B. 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.

C. Manage the training of new parish employees, when required.

D. 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.

E. Monitor the parish’s/school’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.

II. Manage Outsourced Contracts and Functions

A. Cemetery Ground Maintenance

B. Accounting/Financial Management

C. Property Management

III. Financial Management

A. Financial Records

1. Collaborate with the parish accounting firm for bill payments, and payroll and benefit processing.

2. Review monthly, quarterly and year-to-date financial reports for review by the Pastor, the Parish Finance Council and the Finance Committee for the Board of Limited Jurisdiction (school) [hereafter BLJ]. Fiscal year-end financial reports should be submitted on a timely basis to the Office for Parish Service & Support

3. Manage the maintenance of parishioners’ contribution and students’ tuition records.

4. Manage the entering, processing and review of payroll and meet payroll tax deposit requirements, as well as insuring that all Archdiocesan reporting is completed timely.

5. Review the maintenance of other financial records required by the Archdiocese or the Pastor.

6. 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.

B. Financial Internal Control

1. Develop and monitor a strong system of internal control for parish processes.

2. Establish security procedures to ensure the safety of parish funds.

3. 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.

C. Funds Management

1. Monitor reconciliation of all parish bank and investment accounts.

2. Approve vendor payments to obtain purchase discounts.

D. Budget

1. Coordinate, along with the parish and BLJ leadership, the preparation of, at a minimum, a balanced annual operating budget for the parish and school.

2. Submit the balanced annual budget for review and approval to the Pastor, Parish Finance Council and the BLJ. Balanced operating budgets should be submitted on a timely basis to the Office for Parish Service & Support.

3. 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, Finance Council and Finance Committee of the BLJ of significant variances.

E. Parish Records

1. Manage and/or maintain parish records (exclusive of spiritual records) including census/enrollment 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.

2. Ascertain and/or ensure that all necessary mailings are made in an orderly and efficient manner.

IV. Physical Plant

A. Manage the outsourced contract for property management.

B. Inspect all completed maintenance and repair projects.

C. Review 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.

D. 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.

V. Parish Organizations

A. Monitor compliance with Archdiocesan policy regarding parish organization bank accounts.

B. Review the financial reports of parish organizations prior to their submission to the Pastor.

C. Coordinate the fund-raising efforts of the parish organizations to prevent duplication of effort and to ensure their compliance with legal and insurance requirements.

D. Oversee the storage of the organizations’ financial records which are over a year old for the rectory/school/cemetery.

VI. Pastor Requirements

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

B. Oversee the operations and personnel, implementation of policies and management of the parish cemetery.

VII. Work Situation

A. Maintains a flexible work schedule averaging forty (40) hours per week, including evenings, weekends, and special occasions.

B. Provides own transportation and is reimbursed according to parish norms.

C. Provided with adequate work space.

Please send all resumes to Deacon John Teson: Businessmanager@olg1.org