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Description:

SUMMARY

The Parish Administrator is the parish’s staff member in support of the Pastor’s responsibilities to the parish and, with the Pastor, is the principal steward of the financial, personnel and physical resources of the parish. This position provides hospitality and assistance for whomever comes to the parish office, including answering the phone and parish emails, providing accurate and complete information, conveying questions and concerns to the Pastor. 

ESSENTIAL DUTIES AND RESPONSIBILTIES include the following: (Note: other duties may be assigned from time to time as necessary and appropriate) 

·  Financial Responsibilities 

o Prepare, administer, and review the budget and financial reporting process in collaboration with the finance council and other departments, subject to review and/or approval by the finance council, as required.

o Prepare and submit all financial reports as requested by the Pastor and/or required by the archdiocese.

o Oversee preparation and distribution of the end of year donor contribution letters.

o Oversee preparation of payroll, associated tax and other reports.

o Oversee cash control procedures including money countinger process.

o Ensure timely submission of all required reports to the archdiocese.

o Oversee and assures proper coding of expenditure forms and timely payment of outstanding invoices.

o Act as liaison between the parish, bank(s), and the archdiocese relative to financial matters.

o Maximize cash management resources.

o Coordinate and review funds of parish ministries.

o Oversee proper recording of donations into individual parishioner accounts using parish database.

• Personnel Responsibilities 

o Participate in the personnel hiring and termination policies of the parish in collaboration with the Pastor.  

o Oversee the administration and processing of payroll and archdiocesan benefit programs accurately and on schedule.

o Respond to employee questions about pay, deductions, and tax documents.

• Parish Physical Resources Responsibilities

o Review bids and quotes and negotiates contracts. 

o Ensure the establishment and monitoring of preventive maintenance programs for all property and equipment. 

o Coordinate security measures to protect property and personnel. 

o Oversee general operations of the buildings and grounds working with staff to maintain the best possible physical environment for parishioners and guests. May be required to fill in and complete duties of other staff.

·  Administrative Responsibilities 

o Direct and oversee the management of all parish records. 

o Coordinate parish liability, property, and workers compensation insurance with the archdiocesan general insurance program.

o Maintain good working relationships and effective communications amongst the parish community, various groups, and outside authorities.

o Attend all staff and finance council meetings as scheduled.

o Attend archdiocesan meetings, formations, and convocations representing the parish and the Pastor. 

o Consult with and advise the Pastor on business and administrative matters which affect the 

parish.

o Administrator of the office technology, copier, and other equipment which includes aiding other staff. 

o Maintain memberships and subscriptions.

·  Management Responsibilities

o Supervise and manage facilities staff to ensure effective daily operations and a welcoming, professional, service-oriented environment.

o Assign responsibilities, establish priorities, and monitor staff workloads and performance in support of the parish’s mission and ministries.

o Coordinate staff schedules, attendance, leave, and daily coverage to ensure consistent support for parish operations, liturgies, ministries, and events.

o Provide direction, coaching, training, and ongoing support to facilities staff and volunteers.

o Conduct performance reviews and address performance, attendance, or conduct concerns in accordance with parish and archdiocesan policies.

o Foster teamwork, accountability, collaboration, and effective communication among parish office and facilities staff.

o Identify staffing and operational needs and implement appropriate solutions to improve service quality, productivity, and employee experience.

o Perform other administrative and facilities-related duties as assigned.

·  Benefits

o Comprehensive health, dental and vision coverage options.

o Alternative Care coverage options for Chiropractic, Acupuncture, Spiritual Care, Massage Therapy/Naturopathy.

o Natural Family Planning

o Maternity Management Program Guidance and educational materials.

o Generous Paid Time Off

o Retirement Plan; Annual Employer Contribution of 6% of salary to retirement plan plus employee deferrals.

o Employer-Paid Life Insurance, and Short & Long term disability.

Requirements:

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION AND EXPERIENCE

·  CPA designation strongly recommended.

·  Bachelor’s degree in accounting or an equivalent combination of education, training, and related work experience is required.

·  Familiarity with accounting principles. Minimum two years of supervisory experience. Working knowledge of Microsoft Word and Excel. Experience with PDS software and Parish Soft Accounting preferred. 

·  Knowledge and understanding of the Catholic Church and its mission is required. 

ORGANIZATIONAL/INTERPERSONAL SKILLS

A high level of organizational and interpersonal skill is required. Attention to detail and demonstrated ability of working well with others is essential. Must have the ability to manage and to present oneself professionally. 

LANGUAGE/COMMUNICATION SKILLS 

Ability to communicate effectively, both verbally and in writing. Ability to maintain confidentiality is mandatory.

REASONING ABILITY

Ability to define problems, to collect and analyze data, to establish facts, and to draw valid conclusions. 

PHYSICAL DEMANDS/ WORK ENVIRONMENT 

·  The characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

·  While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear and occasionally required to climb stairs; balance; stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities usually required by this job include close, distance, color and peripheral vision, depth perception and ability to adjust focus. 

·  The noise level in the work environment is usually moderate. 

·  While performing the duties of this job, the employee may be exposed to weather conditions. 

·  This position requires frequent evenings and/or weekend work and an unpredictable schedule. 

WORKING HOURS

Requires some variable hours and on call response after regular business hours to meet the needs of the parish. Requires some weekend, holiday and evening work for events or the ability to arrange coverage. These times include but are not limited to Christmas season, Holy Week/Easter, fundraisers, after mass functions, etc. Local travel for business purposes and occasional overnight travel for parish training, etc may also be required. 

EMPLOYEE’S ACKNOWLEDGMENT AND ACCEPTANCE

This job description seeks to provide clarity and focus to the general role. It is not intended as - nor can it be an all-inclusive list of every task that may emerge during work, nor is it a static document. Nothing in this job description restricts management's right to assign or reassign duties and time. In these times of great change, ministry takes many forms and goes many directions. All positions at the parish must be prepared to shift focus as the needs of the parish and ministry change.