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Office Manager/Bookkeeper

Saint Gregory the Great Church (San Diego)

Posted

11/23/2021

Expires

01/31/2022

Description

POSITION TITLE: Office Manager/Bookkeeper 

FLSA STATUS: Full Time, Exempt 

REPORTS TO: Pastor 

POSITION SUMMARY: 

The Office Manager/Bookkeeper is an administrator in support of the pastor’s responsibilities to the parish and parish school and serves as a steward of the financial, physical, and personnel resources of both. 

PRIMARY RESPONSIBILITIES: 

Financial Responsibilities 

  • Prepares, administers, and reviews budget processes in collaboration with other parish entities, subject to review and approval by the pastor and/or diocese as required
  • Establishes a responsible cash flow management system and accurately maintains all financial files and records.
  • Acts as a liaison between the parish and diocese in financial matters
  • Maximizes cash management resources
  • Oversees the financial aspects of fundraisers, events, and ministries as necessary

Bookkeeping

  • Process vendor payments and maintain vendor files
  • Track and submit 1099 data
  • Record deposits and maintain associated backup documents
  • Oversee parishioner contributions database
  • Record diocesan auto-debits and other electronic transactions
  • Reconcile bank statements and balance sheet accounts
  • Prepare and submit financial information as required by Diocesan Finance Office, Pastor, Finance Council (weekly, monthly, quarterly, annually)
  • End of fiscal year/calendar year archiving files per retention list

Accounting

  • Prepare journal entries as necessary
  • Assist with budget development and ensure its entry into QuickBooks
  • Run periodic financial reports
  • Perform year-end processing tasks
  • Maintain accounting records and ensure appropriate record retention
  • Ensure compliance with diocesan financial controls and policies
  • Manage accounts payable

Tuition Management

  • Ensure all families are billed through FACTS Tuition Management System
  • Record and communicate tuition scholarships upon approval of the pastor

Human Resources

  • Provide guidance and supervision of parish, school, and preschool staff
  • Collaborate with diocesan Human Resources for policy interpretation, leaves of absence, and general support
  • Prepare employment records; conduct employee onboarding and termination protocols; ensure employees elect or decline benefit programs
  • Maintain employee files with required documentation
  • Employee liaison for benefit management
  • Prepare and submit information as required by Diocesan HR Department
  • Prepare and process bi-weekly payroll

Committees

  • Prepare for and attend all pastoral, finance council, and office staff meetings
  • Coordinate and prepare for Deanery meetings
  • Respond to the administrative needs of all committees
  • Attend diocesan meetings and webinars

Requirements

POSITION REQUIREMENTS 

Skills, Knowledge, Abilities 

  • Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Church
  • Demonstrated communication skills, verbal and written
  • Demonstrated human relation and interpersonal skills
  • Professional demeanor
  • Strong organizational and time management abilities; self-starter able to perform multiple tasks simultaneously
  • Demonstrated ability to maintain confidentiality
  • Demonstrated ability to work collaboratively in a team environment
  • Knowledge of accounting principles and practices
  • Familiarity with federal and state employment laws
  • Proficient in Database Management (PDS), Microsoft Office, Excel, Financial Transactions, and QuickBooks with demonstrated ability to learn new systems and software

Requirements

  • Must successfully pass a background check
  • 5 years successful work experience managing a business enterprise
  • Bachelor’s degree in finance or accounting; or equivalent experience
  • 3-5 years of experience as a bookkeeper
  • Requires coordination and manual dexterity, normal mental and visual ability
  • Activities that include walking, sitting, standing, stooping, reaching, handling, hearing, keyboarding, and carrying/lifting as required in a normal office environment

Send a cover letter and resume to Matt Habana mhabana@sdcatholic.org. Please reference Saint Gregory the Great Office Manager/Bookkeeper in your cover letter.

Information/Application Contact

Saint Gregory the Great Church (San Diego)

11451 Blue Cypress Drive

San Diego, CA 92131

mhabana@sdcatholic.org