SUMMARY

The parish Bookkeeper maintains records of financial transactions, provides accounting services for the parish, and serves as the liaison with the Diocesan Shared Accounting Services (DSAS).  The parish Bookkeeper is required to exercise independent judgment and initiative in analyzing and providing recommendations regarding financial matters.  Areas of assignment include, but are not necessarily limited to, accounts receivable, payables, bank reconciliation, budgeting, purchasing, financial reporting and other related functions.  The Bookkeeper reports to the Operations Manager.

The Diocese of Orlando four core values lay the foundation for the work performed by employees.

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Financial Responsibilities

• Develops and maintains system to account for financial transactions by establishing a chart of accounts, working with Diocesan Shared Accounting Services (DSAS), following diocesan bookkeeping policies and procedures.
• Maintains subsidiary accounts by verifying, allocating, and preparing transactions for DSAS posting.
• Balances subsidiary accounts by reconciling entries.
• Reviews the Diocesan prepared general ledger for accuracy.
• Reviews the weekly DSAS package to ensure all transactions have been properly processed and recorded. Prepares the weekly packet in the absence of the Accounting Assistant.
• Balances general ledger by preparing a trial balance; reconciling entries.
• Assists the Operations Manager in ensuring all employee timecards are accurate and approved by supervisors; submitting payroll package to payroll office in a timely manner; working with payroll office in preparing payroll, associated taxes and reports; distributes checks.
• Prepares bi-weekly, quarterly and annual payroll reconciliations.
• Verifies accuracy of information in Paylocity, W-2’s and 1099’s.
• Prepares monthly, quarterly, and year-end finance reports for parish and Diocese, delivered, and explained in a timely manner.
• Reports to Operations Manager regarding the finances of parish.
• Prepares, administers, and reviews the budget process in collaboration with the Pastor, Operations Manager and Finance Committee.
• Liaison for parish with the Diocesan Shared Accounting Services (DSAS). Duties include:
• Reviews codes and Approves AP; and
• Reviews monthly and periodic reporting with DSAS Staff.

Human Resources Responsibilities

• Assists Operations Manager with enrollment of employees in Diocesan benefit plans per direction of the Diocesan Human Resources Office including insurances, annual enrollment, retirement, and 403 (B); provides on-going information and documentation to employees.
• Assists Operations Manager with new and terminating employee questions and paperwork.
• Assists Operations Manager with employment actions in the HRIS system; ensures documentation is accurate and sufficient; maintains accurate employment and pay records within the HRIS system.
• Assists Operations Manager by responding to employee payroll inquiries.
• Supervises the Accounting Assistant.
• Professionally communicates and interacts with staff members, management team, and Diocesan officials.
• Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
• Hires, trains, supervises, motivates, and develops accounting assistant; manages schedule and workflow.

Additional Responsibilities

• Attends Diocesan required meetings and workshops.
• Assists Operations Manager with coordination of parish property and liability insurance, worker’s compensation, in collaboration with Diocesan Risk Manager.
• Complies with Federal, State, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed action.
• Prepares, tabulates, and analyzes regular or on-demand reports; compiles or monitors various administrative and statistical data; performs research as needed; makes applicable calculations; analyzes data and identifies trends; prepares or generates reports; and maintains records.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing professional networks; participating in professional societies.
• Performs moderately complex work under limited supervision and maintains professional discretion in processing matters of a sensitive or confidential nature from both a legal and ethical perspective. 
• Performs additional projects as required by the Operations Manager.

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.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree in a business-related field, finance and/or accounting required; CPA preferred.
• Demonstrated technical ability in accounting or finance with five (5) or more years of professional experience in positions of increasing responsibility.
• Thorough knowledge of accounting principles and financial reporting methodologies.
• Working knowledge of budgeting principles and practices (including use of spreadsheet software), general ledger and reconciliation practices.
• Working knowledge of Microsoft Word and Excel. Experience with PDS, QuickBooks software, Paylocity preferred.

OTHER SKILLS and ABILITIES

• Excellent interpersonal and organizational skill.
• Excellent oral/written communication skills with the ability to communicate effectively and work collaboratively with the Operations Manager.
• Excellent analytical skills with an ability to define problems, collect data, establish facts, and draw valid conclusions.
• Knowledge of and respect for the Catholic Church, its teaching, and mission required.

WORKING CONDITIONS

This person may need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.

PHYSICAL REQUIREMENTS

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or workstation performing repetitive motions of the fingers, hands, wrists and arms. Requires the ability to read/see up close and at a distance. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.

SUMMARY

The Faith Formation Administrative Assistant enhances the effectiveness of the parish Faith Formation team by coordinating and providing professional administrative support and clerical services; supports the Director of Faith Formation and parish staff in a variety of ways in providing for the faith formation of youth and adults of the parish. 

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Serves visitors by greeting, welcoming, and directing them.
• Provides receptionist services for the Faith Formation office including the recording of clear and accurate messages, the handling routine questions about policies, events, etc.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics whether by scan, fax, or e-mail.
• Fulfills administrative duties for the Faith Formation team to include preparing and sending correspondence, filing, scheduling, creating, and updating forms, updating bulletin boards, counting and tracking monies that come in from parents, students, and staff; prepares weekly deposit and submits to Finance Office. 
• Creates and maintains a variety of permanent records to include rosters, letters, financial records, and registrations; gathers all required information for those preparing for Sacraments such as baptismal certificates.
• Coordinates, sets-up, and assists with administrative needs for meetings, conferences, liturgical celebrations, and other events as needed.
• Prepares reports by collecting information and data.
• Maintains catechist contacts, files, and documents.
• Maintains database of families and students enrolled in programming; completes registrations; updates records for families; prepares reports as needed or requested; updates records with Sacramental Dates; assists in the registration of families for formation programs annually.
• Attends required meetings and gatherings, taking meeting minutes and offers assistance as needed.
• Orders faith formation related office and catechist materials. 
• Maintains supplies and resources for faith formation in an organized manner. 
• Maintains confidentiality in all areas of responsibility as required.
• Contributes to team effort by accomplishing related results as needed.

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.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

Bachelor’s Degree preferred; minimum of 6 years at the Administrative Assistant level; and/or 3 years as an office supervisor or office manager. Must have experience in technology-based office management and office support.  

OTHER SKILLS and ABILITIES

• A high level of organizational and interpersonal skill is required. 
• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
• Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. Ability to record and compose minutes. Ability to respond to common inquiries from diocesan entities, parishioners, or members of the business community. Confidentiality is essential.
• Requires proven multi-tasking capabilities. 
• Ability to effectively prioritize tasks and time demands. 
• Proficient in Microsoft Word and PowerPoint; working knowledge of Excel and Outlook. 
• Requires excellent writing skills.  
• Must possess a heightened sense of confidentiality and a strong sense of respect for and knowledge of the Roman Catholic Church. Must be able to work well with various personalities within the Catholic Church.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure. 

PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.