Bookkeeper (Part-Time)

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Description

Please note that this role will support two parishes and will require travel between both. (approx. 2 miles apart)

St. Michael's Church

Bookkeeper/Administrative Assistant

418 Indiana St.

San Antonio, TX 78210

Our Lady of Perpetual Help

Bookkeeper

618 S Grimes

San Antonio, TX 78203

Employment Status: Part-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Tuesday - Thurs 9 am - 2 pm or 10 am - 3 pm

Reports to: Pastor

Summary:

The Bookkeeper fulfills the mission of the parish by ensuring effective and efficient administration of bookkeeping and accounting functions, processing bi-weekly and monthly payroll, and supporting human resource administration functions.

Essential Functions

Accounting/Bookkeeping

• *Ensures that the Pastor is well informed of financial status, questions, concerns or outliers.
• *Will present to the Pastor for review and approval all proposed information to be presented to the Financial Council.
• *Attends Finance Council meetings to present and/or answer questions as they pertain to area of responsibility and then departs from the meeting.
• *Prepares financial budget and reports for pastor approval and prepares status reports for staff.
• *Records and tracks business financial transactions for the parish.
• *Writes checks and maintains parish checking account; reconciles account with bank statements and submits documentation for reimbursement. In a timely manner ensures that checks are mailed with sufficient time to avoid any late fees or negatively impact credit report.
• *Maintains accounts payable/receivable, payroll, deposit and financial records.
• *Posts deposits of contributions, donations, and other receipts in accounting system.
• Prepares change boxes for special activities and accounts for monies.
• *Maintains accounting records; posts receipts and expenditures to proper accounts and prepares a variety of financial reports.
• *Maintains and reconciles other fund accounts as assigned; Reconciles budget printouts received from the Archdiocese Business Office Department and all parish financial data.
• *Responds to inquiries concerning account matters; meets with auditors and Business Office Department as necessary to provide records, information, and explanations.
• *Monitors budget to actual performance.
• *Ensures all tax reports (941, W-2s, 1099s) are filed in a timely manner.
• *Coordinates all financial reports and letters with the Pastor.
• *Oversees electronic giving (credit card, online, ACH, etc.) records and deposits.
• *Performs monthly accounting tasks such as monthly general ledger entries and adjustments to close the month/quarter/year.
• Assists in facility rentals and take payments as needed.
• Collaborate closely with the Stewardship and Outreach Coordinator to track, report, and manage fundraising income, ensuring accurate accounting and alignment with parish financial goals.
• *Manage parish collection process, including coordinating volunteer counters, securing weekly collections from safe, verifying accuracy and compliance with internal controls, and preparing deposits in accordance with financial procedures.
• *Administer bank accounts for parish ministries, including bill payment, vendor account setup with pastoral approval, weekly financial reporting, and monthly reconciliations in collaboration with ministry treasurers.
• *Obtain necessary licenses and permits for parish events (e.g., bingos, festivals, liquor sales) with pastoral approval, track event income, and ensure timely payment of quarterly taxes in compliance with regulatory requirements.
• *Review service agreements and contracts to ensure proper parish designation, and coordinate setup of new vendors and service providers with required pastoral approval.
• In cooperation with Finance council, develop & administer policies and procedure concerning the use of the parish properties & facilities as it pertains to budgetary matters.
• *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 and payroll registers for review and approval.
• *Ensures employee records are always current and accurate in HRIS system.
• *Coordinate with archdiocese Human Resources Office on deployment and implementation of HR policy and/or process changes, as appropriate.
• *Assist Pastor in the administration of Archdiocesan Hiring Policies which include recruiting, hiring, onboarding and new employee orientation.
• *Reconciles employee benefits to monthly invoices and ensures completed correctly and in a timely manner.

Administrative Assistant

• Answers and transfers phone calls, screening when necessary
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments
• Prepares agendas and schedules for meetings
• Records and distributes minutes or other records for meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.

Other Responsibilities:

• Assists other office personnel in completing duties as needed.
• Performs a variety of office duties, such as typing, filing, answering the telephone, assisting office visitors and other related duties as assigned.
• Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others.
• *Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• *Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Any other duties assigned by priest or parochial vicar.al Policy is mandatory.

Requirements

Minimum Qualifications:

• Practicing Catholic
• Bachelor's Degree in accounting and/or 3-5 years previous accounting experience.
• Knowledge of General Accepted Accounting Principles (GAAP).
• Previous experience with accounts payable A/P, accounts receivable A/R, general ledger, payroll, and bank/benefit reconciliations.
• Ability to compute rate, ratio, and percent and to draw and interpret graphs.
• Proven experience with accounting software such as QuickBooks or other similar software.
• Intermediate level of proficiency with MS Office (Word, Excel, PowerPoint, Outlook)

Physical Demands:

• Office job at parish
• Must be able to remain in a stationery position 80% of the time.
• Operates a computer and other office machineries such as copy machine, fax/printer.
• Occasional lifting 10-20 pounds.
• Physical use of telephone.

Preferred Qualifications:

• Bilingual (English/Spanish)
• Experience with Parish accounting and payroll systems

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.