Description
As a member of the Pastoral Team, the Parish Business Manager has a major leadership role partnering with the Pastor in the temporal administration of the parish. Responsible for administrative functions of the parish including management and support of members of the parish staff, overseeing parish finances (budgeting, accounting, fundraising, reporting), care and maintenance of parish facilities and property, working with the Parish Finance Council, general communications to church members, and some clerical functions.
Parish Finances
- Participates in development of annual budget and ensures that expenditures throughout the year comply with approved budget.
- Tracks the receipt and use of restricted funds so that the canonical obligation of respecting the intention of donors (canon 1267 §3) is fulfilled.
- Oversees maintenance of accurate records concerning financial transactions, ensuring the healthy fiscal development of the parish in partnership with the Pastor, other members of the parish staff, and the Finance Council.
- Oversees the process of receiving, counting, and depositing of parish collections and other income from fund-raising activities in accord with Archdiocesan policies.
- Ensures that reports required by the Archdiocese of Los Angeles are completed and filed as necessary.
- Participates in meetings of the Parish Finance Council and assists in the preparation and presentation of the agenda and financial reports to the Council as required by the Parish Council Guidelines of the Archdiocese.
- Oversees payroll, ensuring employees are paid and their benefits provided in accordance with appropriate laws, and that payroll reports are filed as necessary.
- Assures that there is proper oversight of expenditures by various staff members, including approving purchase requests for most purchases (other than previously budgeted purchases which may also be approved by the DRE or Pastor) and overseeing requests for expenditures that were not specifically budgeted.
- Assists as needed with the annual campaign Together in Mission.
Personnel/Human Resources
- Participates with the pastor in implementing personnel policies consistent with the Church’s teaching and Archdiocesan policy on the just and equitable treatment of workers.
- Along with the Pastor, assures that all parish employees have completed the mandated safe environment background check required by the Archdiocese and remain current with their Virtus training. [Note: The school administration handles this for school employees and volunteers, and the RE office handles this for other parish volunteers.]
- Assists recruitment and hiring of new employees.
- Preparing hiring and firing documentation.
- Directly supervises the receptionist, business administrator, media specialist and the maintenance/custodial staff.
- Trains and supervises office and maintenance personnel.
- Oversees the completion of biweekly timesheets, audits the timesheets, and compiles them for payroll.
- Initiates annual pay review and coordinates with the pastor on pay increases and bonuses.
- Maintains personnel files and assures that all staff have I-9 forms (Employment Eligibility Verification) on file .
- Coordinates benefits issues with Archdiocesan Insurance Department.
- Develops and coordinates an annual review process for parish employees.
- Handle unique or urgent personnel matters, assisting in resolving employee relations and disciplinary problems; assists employees in filing for benefits (e.g., retirement, insurance); consults appropriately with the Archdiocesan Human Resources Department to assure that all policies relating to employees are fulfilled.
- Assures the posting of ADLA required labor and workplace information.
Facilities and Parish Property
- Assesses ways to maximize use of limited parish facilities and coordinates facility use for parish activities, as well as rentals by outsider users.
- Regularly assesses parish facilities, reports on their condition to the Pastor, and sees to preventative maintenance and timely repair or replacement of church property.
- Assigns and follows up with the maintenance/custodial staff on routine custodial and maintenance duties.
- Arranges for the maintenance staff to provide support to the Liturgical Environment team, as well as coordinates set-ups for events and meetings with the ministries and maintenance staff
- Documents and addresses maintenance issues identified by staff, school and parishioners.
- Recommends major repairs, improvements, remodeling and construction for inclusion in the budget or, when urgent, requiring expenditures in excess of budget; coordinates repair/ construction activities to ensure they are made on time and within budget.
- Maintains a schedule of pest control to assure cleanliness, beauty and safety of the parish property.
- Identifies outside service providers when maintenance/improvements are beyond the ability of the staff and arranges outside services as needed for maintenance and improvements.
- Coordinators with the Archdiocesan Construction office on major projects in accord with the provisions of the ADLA Administrative Handbook.
- Establishes and maintains an inventory of equipment and supplies and arranges for replacement as needed; purchases equipment and supplies, ensuring quality consistent with cost and service.
- Follows up to see that purchases and repairs are completed on schedule.
- When it is necessary to make use of outside contractors, to assist in making arrangements, assure that contracts are vetted and signed, and oversee the work of outside contractors.
- Oversees the automobiles owned by the parish, making sure that registration, license renewals, and insurance are current and that the automobiles are properly maintained.
- Coordinates the daily opening and locking of the church.
Safety and Security
- Assures that workplace violence prevention measures are in place.
- Oversees the security of parish property and serves as the primary point of contact for burglar and fire alarm alerts.
- Develops an OLPH Safety Team in accord with Archdiocesan guidelines.
Fundraising and Special Events
- Support the annual Parish BBQ:
- working with the pastor to select the BBQ leadership,
- arrange and sign rental agreements for equipment needed,
- initiate and sign permits with the City of Santa Clarita and LA County agencies as needed,
- sign agreements with the performers,
- arrange use of third-party parking areas,
- solicit annual BBQ sponsorships from OLPH’s network of businesses.
- Review and approve other fund-raising initiatives and provide business office support as needed.
- Provide support for the ongoing capital campaign to build a new church.
- Works with the pastor and other parish staff members and groups for any special events that might be scheduled throughout the year.
Office/Administration
- Supervises orderly maintenance of all records.
- Ensures effective clerical support for priests and others; provides training and guidance to clerical staff as necessary.
- Works with volunteers to assist in various administrative and office duties.
- Assists in implementing the scheduled use of facilities in accordance with the parish master calendar.
- Maintains confidential personnel records and reports.
Information Technology and Communication Systems
- Assures proper management of the parish database (OSV).
- Oversees the development and implementation of a plan to update computers and software and ensures staff is trained and systems properly utilized.
- Serves as primary point of contact for computer or phone problems experienced by the staff.
- Manage Zoom accounts.
- Develop/maintain third party or volunteer resources with expertise in troubleshooting and repairing computer/phone software and hardware.
Communications and Community Liaison
- Meets regularly with the pastor to provide updates on personnel, finances and facilities.
- Assures that those responsible for parish communications such as the weekly bulletin, the parish website and social media presence, general correspondence (e.g., annual raffle letter, Christmas letter, tax letters) and other communications are completed in a timely fashion.
- Helps maintain positive relationships with the homeowners along Arcadia Street, with special attention to their concerns at the time of the annual BBQ.
- Respond to requests from within the community for support from or partnership with OLPH.
OLPH Parish School
- Meets regularly with the School Principal and maintains effective working relationships with school faculty and staff to coordinate activities as appropriate.
- Along with the Pastor and Finance Council, assists with Archdiocesan requirements for oversight of the finances of the parish school.
- Work with the Principal and Pastor regarding any major repairs or capital improvements needed by the school.
General
- Maintains effective working relationships with all parish staff members and acts as a resource person for Church employees.
- Reviews procedures and develops new methods to improve efficiency or reduce costs.
- Participates in consultations with other parish business managers and in workshops offered by the Archdiocese for those serving in this capacity.
- Actively supports mission of the Catholic Church.
- Performs related duties as required.
Requirements
Education and Experience
- Experience with ecclesial ministry, appreciation of the Church’s mission, and understanding of Church teachings related to employment and the dignity of workers.
- Working knowledge and understanding of budgets, accounting, facilities management and maintenance, basic personnel and related laws.
- Degree in Business Administration or completion of the LMU parish business manager training program or equivalent preferred.
- Three years’ experience in supervision or organizational management.
Knowledge, Skills and Abilities
- Knowledge of or ability to learn about personnel and payroll policies, practices and procedures.
- Familiarity with basic accounting principles and procedures.
- Good communication skills.
- Some ability to communicate in Spanish preferred.
As is true for other parish staff members, prior to beginning employment the Parish Business Manager is to fulfill the requirements of a going through a background check as organized by the Archdiocese, completing VIRTUS certification, and agreeing in writing to abide by Archdiocesan policies designed to provide a safe environment for youth and vulnerable persons. Keeps current with VIRTUS bulletins and certification.
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
Our Lady of Perpetual Help Church (Santa Clarita)
23045 Lyons Avenue
Santa Clarita, CA 91321
deaconterry@olphscv.org