SUMMARY: Provide administrative and organizational support for the Pastor and Parish Finance Council.  Serves as a professional, knowledgeable, and motivated resource for parishioners and parish staff.  Manages with the Pastor the financial operation of the parish. 15-20 hours/week. On-site, remote work flexibility.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Process weekly collection.
    • Manage and train volunteers that assist with the collection.
    • Prepare weekly collection bags for vesting sacristy.
    • Know Diocesan controls and ensure in communication with pastor that they are being followed.
    • Enter parishioner donations into eCatholic ChMS management software.
    • Ensure bank deposit is processed properly.
      • Cash is sorted in proper denominations and bundles.
      • Checks are sorted in numerical order and Bank of Easton checks are processed separately.
      • Tape totals are accurate.
      • Deliver collection to bank.
    • Enter weekly collections into QuickBooks, with amounts properly recorded to the correct accounts.
    • Enter weekly collections total in financial reporting spreadsheet for Parish Finance Council.
    • Communicate any changes in parishioner status and/or address to administrative assistant to make changes in donation envelopes.
    • Communicate to fundraising chairs any payments/donations that came in through the collection.
    • Process all Faith Formation registration payments; Update Director of Faith Formation with all payments received.
  • Special Collection Campaigns/Fundraising
    • Parish Special Appeal
      • Draft a letter for each donation.
      • Report weekly in bulletin via administrative assistant.
      • Send monthly statements to parishioners who opt to make payments throughout the year.
    • Sponsor a Day
      • Report weekly in bulletin via administrative assistant.
  • Accounts Payable
    • Process all payments to vendors.
      • Get invoice approvals from department heads.
      • Scan invoice and attach to entry, in QuickBooks.
      • Ensure costs are accurately reported to appropriate budget line item.
      • Obtain completed W9’s for noncorporate vendors or labor to assist you in the creation of 1099s at the end of the year.
    • Process all reimbursement checks per pastor approval.
    • Calculate and process monthly payment to Diocese.
      • Remit payments for diocesan collections collected that month.
  • Assist Parish Groups
    • Vacation Bible School
      • Report all payment activity to chairperson.
      • Process payments for purchases.
    • Autumn Raffle
      • Input payments for raffle tickets into eCatholic and ensure the deposits are recorded in QuickBooks.
    • Holly Fair
      • Set up cash boxes for the event.
      • Process the deposit at the end of the event.
      • Process payments for silent auction items.
    • Golf Tournament
      • Process signups for golfers, tee sponsors and donations.
      • Maintain detailed spreadsheet for event.
      • Scan and send registration forms to committee heads as they are received.
      • Process deposit and record appropriately:  golfers, raffles, silent auction, tee sponsors, etc.
    • Assist other parish groups with funds and payments needed:
  • PayPal Payments (Parish Soft website and Paypal website)
    • Access the PayPal website to view payments.
    • Transfer funds to Bank of Easton account.
    • Record donations in eCatholic ChMS.
    • Record deposit in QuickBooks.
  • Payroll
    • Process bi-weekly payroll, using Paylocity.
    • File quarterly payroll data into the Massachusetts unemployment website.
    • Process annual 1099s.
    • HIRD form to be filed annually by December 15 on Masstaxconnect for health insurance coverage to employees.
    • File quarterly unemployment reports on the unemployment website with all zeros.
  • Year End
    • Send out annual donation statements to parishioners.
    • Clear and reorganize files.
  • Financial Reporting
    • Monthly bank reconciliation after pastor’s review of statement.
    • Review and reporting of profit and loss statement.
    • Formulate detailed analysis spreadsheets.
      • Year to date budget comparisons.
      • Prior year comparisons.
      • Annual budget comparison.
    • Formulate detailed weekly collections and comparison spreadsheet.
    • Submit reports to the Pastor and Finance Council on a monthly basis.
  • Annual Budget
    • Compile the annual budget to be reviewed by the Pastor and Finance Council.
      • Analyze historical financial data to assist in budget formulation.
      • Submit spreadsheets to Pastor and Finance Council to review and analyze.
    • Load finalized budget into QuickBooks.
  • Finance Council
    • Attend evening meeting on a monthly basis (September-June).
    • Prepare and distribute the meeting minutes.
    • Provide information and perform special projects as requested by Pastor.

QUALIFICATIONS:

  • Willingness to support the mission of the Catholic Church.
  • Demonstrated ability to handle confidential, time-sensitive, and critical matters using good judgment, tact, respect, and discretion. 
  • Bachelor’s degree preferred, or at least 5 years in an active role within a business or complex organization, educational institution, or start-up office bookkeeping management. 
  • Strong organizational and time management skills. Ability to multi-task.
  • High level of proficiency in QuickBooks, Paylocity, Microsoft Office suite, Adobe. Confident internet search skills are essential. Willing to learn variety of systems: eCatholic, ChMS (parish census and financial database), Vonage phone system, and Flocknote Communication.
  • Ability to anticipate needs, establish priorities, maintain confidentiality, demonstrate discretion, project a positive attitude, and exercise a high level of professionalism.
  • Ability to communicate effectively through e-mail and/or telephone.
  • Ability to take monthly evening Finance Council meeting minutes.

PHYSICAL PERFORMANCE ELEMENTS:

  • Position requires the ability to sit, operate a keyboard, speak, lift up to 20 pounds, bend, stoop, and reach.  
  • Ability to use a computer keyboard for up to 8 hours/day.

Please submit your letter of interest along with your resume and references to Father Brad Metz, CSC, Pastor. email: etz@holycrosseaston.org