Parish Business Administrator
DESCRIPTION
Job Purpose: The Business Administrator is a critical position that requires both strategic and executional leadership to ensure financial and operational processes support the mission of Parish and of the school community. In alignment with the vision of the Pastor, the purpose of the job is to oversee the financial and operational (including human resources and technology) processes of the church and school, manage parish property and advise the pastor and parish leadership councils on short- and long-term management of Saint John the Baptist Catholic Church resources.
Representative Responsibilities
Support for Pastor:
Recognizes and respects the ultimate authority of the Pastor. Also recognizes, that parish staff, along with the Pastor, are servants of the people of God at St. John the Baptist, the Archdiocese, and the universal Catholic Church. A Spirit of collaboration, consultation, and/or empowerment of parishioners is to be fostered when appropriate and possible.’
Reports directly to the pastor on a regular basis regarding parish ministries, operations and mission effectiveness.
Provides advice, feedback, and support to the Pastor; acts as a resource on matters relating to parish operations and pastoral planning.
Assists in maintaining strong memberships on councils.
Develops and evaluates long-range and short-range goals for the parish in cooperation with the Pastor, and the finance and parish pastoral councils.
Carries out special projects and other assignments as requested by the Pastor.
Financial Duties:
Ensure that St. John the Baptist Parish financial policies and procedures comply with the Archdiocesan Administration and Finance policies.
Work with the Pastor, Staff, Finance Council and School Council to plan and monitor the annual budget and budgeting process, including consultation with all departments.
Ensure that the Parish operates on a balanced budget and that bills and taxes are paid in a timely manner. Assist other staff and leadership in working with the budget process.
Assist with Finance Council meetings by attending and providing necessary documents—accurately, completely and in a timely manner.
Work with the Principal collaboratively. Develop School Budget in cooperation with the Pastor and Principal of the School.
Oversee the cash flow management system.
Oversight of accounting staff from Lighthouse Strategic Solutions including:
Day-to-day financial operations (payables, closing batches, entering contribution revenue, reconcile bank statements, investments, and debt account, journal entries)
Monthly internal & external Financial Statement Preparation/Issuance
Year-end APFR filing, 1099's, financial info for parish annual report.
Yearly budgeting, financial forecasts, ensure GAAP compliance, manage chart of accounts.
Attend ARCHSPM Meetings
Establish and maintain good banking relationships and negotiate appropriate services.
Negotiate Leases and Contracted Services, e.g., leases for photocopiers and janitorial services, ensuring approval and compliance with Catholic Mutual.
Oversee any gambling events to ensure compliance with all gambling regulations.
Oversee and assist with fundraising events, such as supervising ticket tracking and money-handling process to ensure compliance with gambling rules and regulations.
Be available to respond to issues, concerns, or problems during particular events.
Oversee preparation of annual Archdiocesan Financial reports.
Audit/Agreed Upon Procedures: Support the engagement and implement all recommendations made by auditors/consultants. Arrange for future audits/agreed upon procedures according to Archdiocesan policy recommendations.
Administrative Duties:
Administer a record filing system allowing orderly and appropriate access to parish information including confidential legal, personnel, employment and payroll records, insurance and general parish files including minutes of all committees, licenses, equipment manuals, job descriptions, contracts, etc.
Respond to any legal or insurance matters while maintaining high levels of confidentiality.
Supervise administration and maintenance staff and all contracted services.
Prepare/maintain the Administration Department portion of the budget for the parish.
Recruit and supervise the administrative staff and volunteers of the parish, such as the parish secretary, money counter volunteers, and the custodian.
Work with parish secretary to order of supplies necessary for management, office programs and buildings/grounds need.
Monitor compliance in all areas including environmental, safety, and health regulations and insurance requirements.
With the help of staff and parishioner leaders, compile a manual of all policies in use at the parish including sacraments, building use, calendaring of events, use of facilities, etc.; oversee the implementation of these policies.
Consult as requested by the Pastor regarding oversight of any projects or programs jointly shared with the Archdiocese.
Meetings to attend Fall Festival, Finance Council, Parish Council, School Advisory Council, and others as requested by the Pastor.
Maintain active membership in the Association of Parish Business Administrators (APBA) and other appropriate ministry and professional associations so that parish implements best practices.
Continue professional education; ensure personal awareness of Archdiocesan resources available to Administrators and parishioners.
Attend all required workshops offered by the Archdiocese relating to finances, insurance, building safety, personnel and legal matters.
Ensure implementation of Archdiocesan recommended policies.
Safe Environment Coordinator - Office for the Protection of Children and Youth (OPYC);
Ensure the completion of background checks, Virtus safe environment training and codes of conduct for clergy, employees, teachers, volunteers and other adults who interact with minors.
Completion of the semi-annual reports to the Archdiocese.
Computer/technology:
Facilitate and organize technology, phone system and computers/network at the parish, including upkeep of equipment and software, backup of files, and training for staff.
Negotiate and supervise the contract IT consultant.
Ensure processes are in place to monitor internet use for effective, efficient, and appropriate use.
Effectively manage the parish computerized records to ensure cyber security
Human Resources Responsibilities
Implement all mandatory Federal, State, and Church laws and policies that impact personnel standards (e.g., staff and volunteer background checks, treatment of vulnerable adults and youth, child protection reporting requirements, sexual harassment/misconduct, insurance liabilities, etc.). Ensure compliance with these laws and policies in all programs.
Ensure that the parish personnel policies and procedures comply with the parish Handbook / or its succeeding Archdiocesan policies.
Assist the Pastor and department heads in recruiting, interviewing, hiring, training, supervising, evaluating and dismissing employees.
Assist the Pastor and other supervisors in planning for annual personnel reviews.
Ensure proper maintenance of records on personnel. Review staffing needs and make appropriate recommendations.
Review parish and school staff salary levels with other wage and salary guidelines to ensure fairness.
Assist in a search process for new staff when needed.
Ensure the formulation of proper job descriptions for all staff and volunteers.
Publish and distribute a Parish Personnel Policies Manual. Review annually all parish policies and procedures pertaining to personnel, finances, insurance, legal matters, volunteer management, calendaring, building use, etc.
Lighthouse Strategic Solutions runs the bi-weekly payroll and manages benefits. The Parish Business administrator oversees this process.
Ensure annual completion of the PACE/PRISM credits application.
Communication:
Facilitate effective communication between employees and volunteers at the parish.
Help create a productive environment where there is harmony, good morale, and cooperative teamwork; evaluate and take corrective action as appropriate.
Oversee annual financial report to parishioners and Advent/Christmas and Lent/Easter post cards.
Works with Parish Secretary on posting of events on calendars.
Inform staff and parishioners regarding parish policies and events.
As needed and requested by the Pastor, serve as the parish liaison with the media, security and public safety officers.
Physical Plant and Resources Responsibilities
Participate in the parish Facility Committee and provide resources to help the committee perform their tasks.
Assume primary responsibility for proper management, upkeep and repair of all buildings, grounds and material assets of the parish.
Work with maintenance staff and volunteers to assist in this task, and in developing a long-range capital improvement planning process and projects.
Manage the maintenance staff. Assist the Director of Maintenance to hire and supervise personnel. Regulate all matters concerning maintenance personnel.
Ensure compliance with safety, security and environmental regulations and practices.
Oversee and establish a schedule to review all maintenance agreements or contracts.
Negotiate and get bids when appropriate.
Monitor to ensure compliance with all applicable rules and regulations and insurance requirements.
Oversee, collaboratively develop and implement a facility security and emergency plan for the Church and Parish Center. Work with the school Principal for the Saint John’s School’s security and emergency plan. Manage an access system to ensure secure facilities.
Represent the parish in matters relating to local civil concerns including codes, variances, regulations, assessments, etc.
Plan and maintain an inventory of all facilities and assets for insurance purposes.
Work with Finance Council to coordinate funding options for capital improvements.
Develop, manage and implement a 10-year facilities plan.
Development Duties:
Assist Pastor in cultivating major gifts and donor list (top 50-100).
In conjunction with the Pastor, assist in the development of annual marketing materials, mailings and brochures.
Long-Range Planning and Development:
Work with the Pastor and Planning Committees to develop/maintain a long-range plan for the management and development of the parish, including parish Mission statement, objectives for implementation of the Mission, and annual measurable goals for each parish department and group to implement. Work with volunteers and staff on the implementation of the long-range plan.
Work with the Pastor, Trustees, Finance Council and Pastoral Council to ensure adequate work in development and marketing of the parish and implementing the Development Plan.
The responsibilities listed above are representative responsibilities intended to describe the general nature and level of work performed by staff members assigned to this position. It is not intended to be an exhaustive list of responsibilities and qualifications required of the position. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
QUALIFICATIONS
Qualifications
Excellent oral and written communication skills
Skills and experience in parish and community faith-based programs
Ability to maintain confidentiality
Ability to build relationships
Minimum education – Bachelor’s degree, CPA or MBA preferred
Computer word processing skills
Reasonable knowledge of Roman Catholic doctrine, practices, procedures, etc.
Demonstrated ability to work effectively and collegially with others.
Demonstrated ability to make decisions.
Demonstrated ability to work without supervision.
Telephone, organization and record-keeping skills
Skills in operating all types of office equipment
Successfully completed background check and VIRTUS training