Business Manager - Archdiocese of Philadelphia

JOB TITLE:                          Business Manager

JOB CLASSIFICATION:   Full-time; Exempt      

Qualified candidates may send their resumes to:  office@stjudechalfont.org

REPORTS TO:                     Pastor 

SUMMARY:

The Business Manager is responsible for supervision and management of financial and accounting functions, human resources functions, facilities and office operational functions, administrative functions, and the related processes and systems for the Parish and School. Demonstrates tactical and strategic leadership to enable the Pastor to concentrate on the spiritual affairs of the parish. Requires timely and consistent dialogue with the Pastor so that he is fully apprised of the parish’s current operational and fiscal status, emerging issues and financial forecasts to enable efficient and effective operation of all ministries in fulfilling the parish mission.    

DUTIES AND RESPONSIBILITIES: 

A.        Financial Management

            Financial Records

Supervises and/or performs the accounting function of the parish according to Archdiocesan guidelines including all accounts payable, accounts receivable and cash transactions.

Prepares or requires the preparation of weekly, monthly, quarterly and year-to-date financial reports for review by Pastor.

Supervises and/or performs the maintenance of all financial records required by the Archdiocese or Pastor.

  Provides analysis and recommendations to the Pastor and Parish Finance Council. This includes forecasting financial status and emerging issues to assist in the prioritization of parish projects.

Financial Control

Develops and monitors a strong system of internal control for parish finances.

Establishes security measures to ensure the safety of parish funds.

Reviews invoices prior to payment for reasonableness and accuracy and approves for payment.

NOTE:  The term “parish” is defined as St. Jude Church/School/Ministries.

Funds Management

Monitors and reconciles parish bank accounts. Maintains surplus funds in interest bearing insured accounts.

Schedules vendor’s payments to obtain purchase discounts and meet payroll tax deposit requirements to avoid penalties.

Ensures compliance with Archdiocesan policy regarding parish bank accounts.

Reviews parish financial reports prior to their submission to the Pastor.

Ensure awareness of fund-raising efforts of the parish/school organizations and provide positive, supportive consultative support to ensure their compliance with legal and insurance requirements.

Budget

Coordinates, along with parish leadership, the preparation of an annual parish budget for the parish.

Submits the annual budget for review by the Pastor and Parish Financial Council.

Reviews and analyzes financial reports based on the approved budget on a quarterly basis and advises the Pastor and Parish Financial Council of significant variances.

B.        Personnel

Supervises and oversees the efficient operations of the Parish Office (i.e. performance reviews, coordinating vacations, ensuring trained back-ups, documenting procedures, running monthly rectory staff meetings, etc.…)

Supervises the maintenance of personnel records for all staff and be certain they include the pertinent information relating to the employees.  Determine that all appropriate federal, state, and local taxes are withheld.

Participates in or is responsible for the hiring and separation of employees subject to the prior approval of the Pastor.  Supervises the training of new staff employees.

Conducts the employees benefits open enrollment and clearly communicates any changes to affected employees. Handles requests to change benefits in a timely manner and ensures the accuracy of insurance charges and deductions according to Archdiocesan and parish policy.

Monitors the parish’s employment policy to be certain that it complies with all laws concerning health and safety standards, employment of minors, and with Archdiocesan employment policies regarding employee benefits.  Monitors and reviews employee items such as safe environment clearances, reasonable assurance letters, contracts, timecards, and termination records.

C.        Parish Records

Supervises and maintains parish records including the census records and envelope mailing list. Ensures all sensitive information is treated in a confidential manner.   Ensures that all parish records are maintained according to Archdiocesan record- retention guidelines. 

Oversees all necessary parish mailings are made in an orderly and efficient manner.

Supervises the storage of parish organizations’ financial records according to Archdiocesan policy.

D.        Physical Plant

Supervises the activities of the parish maintenance staff, outsourced vendors, ensuring that the property is maintained in a safe and aesthetic manner.

Ensures the obtaining of competitive prices and purchase supplies/equipment from vendors offering the best quality items for most reasonable price.

Oversees the completion of capital addition and improvement surveys and submits reports to the Pastor and Parish Finance Council concerning the nature of the work required, priority for completion, and estimated cost. 

Ensures that all procedures followed in connection to repair, renovation, and construction of projects conform to the Policies, Procedures, and Guidelines for Archdiocesan Capital Projects, including real estate and insurance transactions.

Oversees the maintenance and operations of required systems (i.e. phone, video, utilities, etc..) ensuring they are operational and efficient. 

1. Pastor Requirements

Additional duties required by and in support of the Pastor’s responsibilities to the parish.

REPRESENTATIVE KNOWLEDGE, SKILLS, AND ABILITIES:

• Bachelor's Degree from an accredited College or University
• Knowledge of Basic Accounting principles in a non-profit environment.
• Demonstrated experience in management and supervisory roles.
• Excellent oral and written communication and interpersonal skills.

• Competence in the use of various computer programs (including Microsoft Office Suite and QuickBooks); ability to learn custom church software (i.e., PDS) necessary.
• Dependable, highly organized, and able to work independently to meet deadlines.
• Ability to work collaboratively and professionally with the Pastor, Clergy, School Principal, Director of Religious Education, and other staff members.
• Prior experience working in a Catholic parish or school setting is helpful, as is a strong knowledge of the Catholic Church.

• Ability to maintain confidentiality in all matters.

Work Environment

• Maintains a flexible work schedule averaging five (5) days and at least forty (40) hours per week on-site, including evenings, weekends, and special occasions.

Qualified candidates may send their resumes to:  office@stjudechalfont.org