Description
POSITION SUMMARY
The Director of Administration (Business Manager) is responsible for managing all business, financial, facilities and administrative aspects of the Parish, assuring the efficient and effective fulfillment of its mission of caring for parishioners and those in need. This includes responsibility for compliance with all applicable laws, Archdiocesan regulations and policies and policies/guidelines of the Pastor; oversight and management of Parish Office personnel; assistance being provided to the school principal and staff, directors of parish departments and volunteer ministry leaders.
The Director of Administration works closely with the Pastor and offers advice and guidance in financial/business/personnel matters.
Under the direction of the Pastor, the Director of Administration is responsible for the following:
DUTIES AND RESPONSIBILITIES
- As an employee of the Archdiocese and a representative of the Roman Catholic Church this individual is expected to conduct themselves in accordance with the goals and mission of the Church in the performance of their work.
- The following tasks are considered essential functions of this position, so successful performance requires the abilities and aptitude to perform each duty proficiently.
Office Administration; assures that,
- Guidance and assistance are provided to parishioners in a courteous, thorough and timely manner.
- Administrative, clerical, and secretarial support for the Pastor, parish staff, ministry leaders and parishioners is provided.
- Parish Database and Online Giving platforms to ensure integrity of data and the generation of reliable reports for parish operations.
- Parish Master Calendar and scheduling/use of facilities is accurate and trouble-shooting of issues is provided as necessary.
- Funerals/memorials/vigils/gravesides as coordinated with the Pastor and Director of Liturgy and Music for scheduling.
- Support from the Parish Office is given to the school principal/staff as warranted.
- Effective direct supervision is given to staff who report directly to the Director of Administration.
- Applicable employment rules and laws are followed.
- Church mailings, and correspondence for the Pastor are prepared accurately and on a timely basis.
- The Parish Website and Social Media is current and relative.
- Compliance with Safeguard the Children requirements is maintained.
- Leave records of eligible employees are maintained and quarterly verifications take place.
Financial Operations; assures that,
- An annual Parish Budget is prepared for Pastor approval by June 15th of each year
- Accurate records are maintained for all financial transactions of the Parish
- Oversee monthly reconciliation is made for all Parish accounts
- Archdiocesan annual report is submitted on time and accurately
- Payment of all invoices/bills is timely and accurate
- Employee bi-weekly payroll is accurately prepared and paid; records are kept
- Appropriate/legal destruction of records is accomplished in a timely manner
- Proper oversight is provided for the counting/deposit of weekly collection
- Timely and accurate bank deposits are made and recorded
- Proper approval and record keeping is maintained for all reimbursement requests
- Effective supervision and guidance are provided for the Bookkeeper and Accounts Receivable.
- Ensure location is in compliance with taxes.
- Review all contracts to meet Archdiocesan guidelines, including ADLA – Legal Dept.
- Prepares quarterly Finance Council meetings to review budget, financial reports and ensure proper administration and financial assets.
Facilities and Maintenance; assures that,
- Oversee and coordinate the maintenance and functionality of all parish equipment, including HVAC systems, computers, copiers, telephones, furniture, and other assets across the Parish Office, Church, and halls. Regularly monitor for repairs or replacements to ensure operational efficiency.
- Manage and monitor the security systems for the Parish Office, Church and halls.
- Effective supervision is provided for Maintenance staff.
- Preventative and routine maintenance of Parish buildings and facilities is done on a timely basis.
- An adequate supply of stock is on-hand for the Parish Office, Church, and Halls and grounds (i.e. office supplies, coffee room supplies, janitorial supplies, maintenance supplies, Church items, postage, etc.).
- Information Technology support and maintenance are provided for the Parish Office and Residence.
Other-Ministries; assures that,
- Provides support to parish ministries by assisting with meetings, fundraising efforts, and offering guidance and resources as needed to help them fulfill their mission effectively.
- Monitor their fundraising efforts to ensure they meet archdiocesan guidelines.
Other-Feast Day; assures that,
• Provides support and guidance to the Feast Day committee.
• Necessary administrative and financial support is provided for the annual Feast Day.
• Oversight and proper record keeping of all income and expenses.
• On-site financial/administrative staffing is present during Feast Day hours of operation to account for all associated monies and other related details.
• Feast Day Committee and other support volunteers are assisted and supported.
Other-General; assures that,
- Performance of staff members is formally evaluated and effective communication with them is maintained.
- On-going assessment of training needs of staff.
- Effective working relationships are maintained with co-workers, school staff and ministry leaders/representatives to coordinate activities as appropriate.
- The philosophy and goals of the Church are supported; he/she attends services; assists with ministries and similar activities.
- On-going diligence is applied in assuring compliance with Archdiocesan/Parish Safeguard the conducted and that relevant training is provided for identified staff to improve performance.
- Other functions are performed as directed by the Pastor.
REQUIREMENTS
- Bachelor’s degree required in Business Administration, Human Resources, or a related field — or equivalent combination of education and relevant work experience.
KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
- ADLA Administrative Handbook and guidelines
- Routine office procedures and business etiquette
- Computer skills including knowledge of Microsoft Word, Excel, Publisher, Parish Data System.
- Church policies and organization
- Inter-personal skills for representing the parish to those who call, visit or write
- Basic supervision/management practices
SKILLS IN:
- Written and oral communication
- Organization
- Long-term planning and organizing work, controlling and budgeting principles
ABILITY TO:
- Maintain confidentiality
- Occasionally lift to 20 pounds
- Sit for sustained periods of time on a daily basis
- Perform tasks requiring intermittent bending, stooping, and walking
- Sustain frequent movement of fingers, wrists, hands, and arms
WORKING SITUATIONS
May require some variable hours and on-call response after regular business hours to meet the need of the parish; requires some weekend, holiday and evening work for events, or the ability to arrange coverage. These times include Christmas season, Holy Week/Easter, fundraisers, after Mass functions, etc. Local travel for business purposes may also be required.
Requirements
Bachelor’s degree required in Business Administration, Human Resources, or a related field — or equivalent combination of education and relevant work experience.
Please submit your resume and two letters of reference to the Pastor and Parish Administrator:
Fr. Tom Baker, Pastor
Aida Saldana, Parish Administrator
50 E Alegria Ave
Sierra Madre, CA 91024
frtombaker@st-rita.org
parishadministrator@st-rita.org
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Information/Application Contact
St. Rita Catholic Parish (Sierra Madre)
50 E. Alegria Avenue
Sierra Madre, CA 91024
parishadministrator@st-rita.org