Administrative Bookkeeper

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Description

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday - Friday 40 hours per week to be determined by the Pastor

Reports to: Pastor

Full-Time Benefits may include:

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary:

The Bookkeeper fulfills the mission of the parish by ensuring effective and efficient administration of bookkeeping, HR, and administrative functions.

Essential Functions

Accounting/Bookkeeping

• Maintains accounts payable, accounts receivable (i.e. contributions, donations), payroll, expenditures/reimbursements, and financial records
• Prepare change boxes for special activities and accounts for monies
• Responds to inquiries concerning accounting matters; meets with auditors and Business Office Department as necessary to provide records, information, and explanations
• Prepares financial budget and reports for pastor approval and prepares status reports for staff
• Monitors budget to actual performance
• Ensure all tax reports (941, W-2s, 1099s) are filed in a timely manner.
• Coordinates and prepares all financial reports and letters with the local Pastor
• Performs regularly scheduled accounting tasks such as monthly general ledger entries and adjustments to close the month/quarter/year to include reconciliations
• Assists in facility rentals and take payments as needed
• Attends Finance Council meetings and in cooperation with them, develops & administers policies and procedures concerning the use of the parish properties & facilities
• Review and approve contracts & service agreements as necessary

Human Resources Duties

• Prepares, reviews, and submits bi-weekly and monthly payroll in a timely and accurate manner
• Responsible for providing Pastor appropriate time report registers for review and approval
• Ensures employee records are always current and accurate in HRIS system
• Coordinate with Human Resources on deployment and implementation of HR policy and/or process changes, as appropriate
• Assist Pastor in the administration of Archdiocesan Policies which include recruiting, hiring, onboarding, new employee orientation, and the exiting process
• Reconciles employee benefits to monthly invoices and ensures completed correctly and in a timely manner

Administrative Duties:

• Ensure parish bulletins are completed timely
• Maintain the parish website
• Schedule masses and keep records of mass intentions
• Receive incoming phone calls and respond to messages
• Schedule celebration of sacraments after consultation with pastor
• Coordinate and prepare for mass before, during, and after in the event that a sacristan isn't available
• Obtain necessary documents for baptism, communion, confirmation and matrimony, type certificates, and make entries of sacramental records
• Make copies for Faith Formation program when needed
• Be available on the weekends as coordinated by the Pastor to include oversight of the money counters, assist with fundraisers, and other related activities

Other Requirements

• Performs a variety of office duties, such as typing, filing, answering the telephone, opening, and distributing mail, assisting office visitors and other related duties as assigned
• Ability to establish and maintain effective working relationships
• Exceptional communication and collaboration skills
• Strong organizational and time management skills
• Ability to work in fast-paced environment
• Always maintain confidentiality and prudence
• Coordinate meetings for the Financial Council, Pastoral Council and Staff Meetings
• Welcome all visitors in a warm and friendly manner

Requirements

Minimum Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in accounting or related field, with course work in business, math, accounting, bookkeeping and recordkeeping, preferred.
• Successful bookkeeping or accounting experience, generally a minimum of two years, preferred.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed. The Archdiocese of San Antonio is an Equal Opportunity Employer.