Job Description Overview:
- Exhibit Catholic Spirituality, conscientious work ethic, professionalism, tech ability and accountability.
- Attention to detail and thoroughness.
- Greet and assist those who come to office.
- Be willing and capable of working at a fast pace within a variety of settings and circumstances, with composure and flexibility.
- Possess strong administrative skills and ability to work with the Pastor and the other office staff.
- Respond and fulfill the requirements of the emails from the Diocese in a timely manner.
- Personal use of social media is prohibited on the office computer.
- Use of personal cell phone and social media should be limited during working hours.
- No overtime work – the work hours are limited to 7 hours per day Monday through Friday. If any additional hours are necessary, get approval from the Pastor.
- Perform secretarial duties related to the Finance council – meeting reminder, reports and agenda.
- Maintain Confidentiality at all times
- Other responsibilities are assigned by Pastor
ANNUAL RESPONSIBILITIES
- Prepare and send church contribution statement by January 31st
- Financial reports for diocese in January/February
- Send W2’s to all employees by January 31st.
- Prepare all teachers’ contract
- Prepare and send school contracts to each family.
- Christmas Mailing.
- Preparation of school budget in consultation with the Principal and Advancement director.
SCHOOL
- Maintain bank accounts in QuickBooks – enter bills, deposits, checks, mail and file.
- Track and deposit all fundraising income during the school year.
- Recognize school tuition revenue monthly
- Maintain school tuition invoices for families, send statements as needed.
- Handle all insurances and pension etc, issues
- Deposit and maintain all registration payment records.
- Handle any issues concerning FACTS.
- Track all bequests to school, deposit and send to the Advancement director and send a thank you letter.
- Calculate and submit yearly school budgets.
- Track all awards, scholarships, grants that are given to the students for financial aid.
- Reconcile bank account with bank statements.
- Scan and file all other organization bank statements. Order all supplies for the school.
CHURCH
- Maintain bank accounts for Parish in QuickBooks – input receipts and bills, pay bills, mail and file.
- Maintain bank accounts for parish mass accounts in Excel.
- Handle mass scheduling and Mass cards, track masses and payments.
- Calculate Mass stipends, transfer stipends to parish accounts and send stipend checks to the diocese.
- Record all bequests and reports to family and send thank you notes.
- Order all supplies, books, candles, etc. for the parish.
- Prepare income and weekend attendance to the bulletin and to the diocese.
- Handle all insurances and pension issues.
- Balance and reconcile all accounts on a monthly basis.
- Record weekly deposits and other cash receipts.
- Prepare monthly income/expenditure statements for the pastor and special finance committee.
- Submit monthly bank statements of all accounts to the pastor.
- Prepare financial reports, profit and loss statements, bank balances report both school and parish.
- Prepare and submit required Diocesan financial reports.
- Track special collections and send checks to the diocese.
- Process payments to vendors and others, maintain vendor files.
- Prepare monthly financial statements of parish and school for the Pastor.
- Prepare and submit required Diocesan financial reports.
Resumes can be sent to ccp1011whg@dwc.org and will be accepted until Thursday, January 26th