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The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.
The Operations Assistant supports the effective operation of St. Gregory of Nyssa Parish across both campuses by coordinating parish office administration, maintaining accurate financial and parishioner records, supporting payroll and employee timekeeping, assisting parishioners and ministries, and ensuring that transactions and records follow Archdiocesan policies and sound internal controls. The position requires hospitality, accuracy, confidentiality, sound judgment, and a service-oriented commitment to the mission of the Catholic Church.
Essential Duties and Responsibilities
Financial, Bookkeeping, and Internal Controls
- Record and post bank deposits, cash receipts, ACH transactions, debit-card activity, credit-card transactions, and other receipts in QuickBooks using the correct transaction date, account, class, and supporting documentation.
- Retrieve prior-day Clover charge documentation, match it to credit-card receipts and daily reports, and record the related bank deposits in QuickBooks.
- Download GiveCentral transaction activity promptly; record deposits in QuickBooks; create and manage events and contributions; and reconcile activity to supporting reports.
- Post weekend offertory and other parish collections in QuickBooks each Monday and maintain organized collection, deposit, and batch documentation.
- Enter vendor bills and expenses paid by ACH, debit, procurement card, or other approved method; code and reconcile procurement-card activity; and retain complete supporting documentation.
- Open and attach bank deposit slips to the appropriate collection sheets; file weekly funds-transfer and PDS batch documentation; and prepare approved journal entries for bank memoranda and other adjustments.
- Reconcile bank accounts, process accounts payable, investigate discrepancies, and prepare financial or budget-to-actual reports requested by the Pastor or Director of Operations.
- Follow applicable tax, payroll, record-retention, parish, and Archdiocesan financial requirements and internal controls.
Contributions, Stewardship, and Donor Records
- Record GiveCentral contributions in PDS for each household and apply gifts to the correct fund or purpose, including offertory, Mass intentions, St. Vincent de Paul, and special collections.
- Maintain accurate household and contribution records; prepare year-end donation reports, acknowledgment letters, and personal acknowledgments for qualifying special gifts.
- Prepare monthly tamper-evident deposit bags and bags needed for special collections at both campuses.
- Support stewardship communications, pledge drives, offertory collections, fundraising events, and related reconciliation activities.
Payroll, Timekeeping, and Employee Administration
- Maintain working knowledge of UKG and enter or review authorized hours for designated employees and clergy serving weekend assignments at either campus.
- Update employee schedules, prepare timekeeping or payroll reports, submit payroll registers for approval, and assist with authorized deductions, garnishments, and other payroll matters.
- Track vacation, sick, and personal time for benefit-eligible employees and protect confidential employee information.
Parish Office Administration and Operations
- Welcome visitors and maintain a hospitable, professional parish-office environment; answer and direct telephone calls and deliver messages accurately.
- Serve as a primary contact for parishioner information requests and manage correspondence, filing systems, databases, and routine office workflow.
- Maintain parish files in accordance with the Archdiocesan Records Retention Manual and periodically archive or purge files as required.
- Purchase and maintain approved office, liturgical, and sacramental supplies; monitor inventory; and submit copier meter readings for both campuses.
- Help ensure that QuickBooks, PDS, GiveCentral, Ministry Scheduler Pro, UKG, office equipment, and other administrative tools remain functional; coordinate support when needed.
- Open and close the parish office as assigned, including securing the safe, records, and facility; attend staff meetings and coordinate effectively with clergy, staff, ministries, and volunteers.
Parishioner Services, Sacramental Records, and Communications
- Register new families in PDS and maintain complete household profiles, including deaths, additions, and other parishioner changes.
- Assist families with Baptisms, funerals, and weddings; maintain planning materials, sacramental registers, and certificates as assigned.
- Prepare and distribute welcome packets, stewardship materials, parish correspondence, the annual parish calendar, and other communications.
Programs, Fundraising, and Other Support
- Support the Queen of Hearts 9raffle as directed, including volunteer calls, materials ordering, meetings, recordkeeping, and other operational needs.
- Assist with parish fundraising events, pledge drives, collections, and related administrative and financial tasks.
- Perform other duties and special projects assigned by the Pastor or Director of Operations.
Minimum Qualifications
- Experience in office management, bookkeeping, accounting support, or a comparable administrative role.
- Working knowledge of basic accounting practices, reconciliations, accounts payable, deposits, and internal controls.
- Proficiency with QuickBooks and Microsoft Office, with the ability to learn and use PDS, GiveCentral, Clover, UKG, Ministry Scheduler Pro, and related parish systems.
- Strong organization, accuracy, multitasking, time-management, written communication, and verbal communication skills.
- Ability to work collaboratively and respectfully with clergy, staff, parishioners, volunteers, vendors, and Archdiocesan personnel.
- Demonstrated discretion and sound judgment in handling confidential financial, employee, sacramental, and parishioner information.
- Understanding of and respect for the teachings, mission, and values of the Catholic Church and a service-oriented approach to parish ministry.
- Ability to work at either parish campus and occasional adjusted hours when operational needs require.
- Successful completion of applicable Archdiocesan background screening and Safe Environment requirements.
Preferred Qualifications
- Bachelor's degree in business administration, accounting, management, or a related field, or an equivalent combination of education and experience.
- Prior experience in a Catholic parish, school, nonprofit organization, or other mission-driven environment.
- Bilingual proficiency in English and Spanish.
- Certification or formal training in bookkeeping, office management, accounting support, or administrative services.
The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.
This position has a hourly range of $20.00 - $25.00. An employee’s pay within the range will be based on many factors including but not limited to relevant education, qualifications, experience, skills, geographic location, and organizational needs.