Business Manager

divh2Business Manager/h2pThe principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice./ppGeneral Position Summary: The Business Manager is responsible for a full range of parish administrative functions for the church. This position is specifically responsible for the efficient and effective day-to-day operations management of the parish, including financial, facilities, human resources, contracts, vendor relations, parish relations and calendar management. Executes the vision of Pastor and serves the needs of the parish through leadership styles and professional actions which comply with law and conform to Diocesan policies and procedures./ppPrincipal Accountabilities:/pulliGeneral Administration ulliManages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law./liliPrepare, manage, and implement the operating administrative budget according to Diocesan and parish policies and timelines./liliResponsible for budget compliance as it applies to his/her respective position (including the budget compliance of all direct reports)./liliPrepares a quarterly summary of purchase orders, reimbursements, and invoice payments (detailed by month) to the Chief of Staff and Pastor, specifically addressing trends and unbudgeted expenses./liliDemonstrates dynamic problem-solving skills through adaptable and flexible leadership./liliCommunicates and cooperates with other parish and diocesan organizations./liliFoster mutually responsive relationships with parish staff and the parish community at large./liliMitigates conflicts quickly and works with the Pastor to implement viable solutions./liliWorks independently and within teams on special nonrecurring and ongoing projects as assigned./liliLearns from mistakes, demonstrates good judgement, and chooses effective leadership styles which foster comradery, respect, accountability, discipline, discipleship, healthy conflict management, and a can-do spirit in accordance with the Catholic faith./liliOther duties as assigned./li/ul/liliFinancial Management ulliHelps to maintain the financial bookkeeping system for the parish including accounts payable and receivable ledgers and financial statements./liliMaintains bank accounts for the parish, including deposits, processing check requests assuring proper authorization for expenditures./liliMaintains reconciliation of Cash Receipt Books./liliReconciles Petty Cash for the parish./liliPerforms the payroll accrual reconciliation for the parish./liliMaintains vendor payment information. Prepares and mails yearly Forms 1099 and Form 1096./liliCompletes month-end and year-end close processes. Record adjusting journal entries as necessary./liliCoordinate monthly electronic funds transfers to the Diocese for the parish./liliReviews AR invoice from the Diocese for the parish. Reports any disputes on the AR Draft to the Diocese./liliMaintains bookkeeping skills and expertise by participating in diocesan-sponsored training, attending workshops and classes./liliOther duties as assigned./li/ul/liliFacilities Management ulliSupervisor to the Facilities Manager/liliGuides and supervises the management of parish grounds, buildings, and systems./liliResponsible for property and event security. olliInstitutes, maintains, promulgates, and enforces security policies and procedures in accordance with diocesan policy and law./liliCoordinates event security 30 days prior to scheduled events./liliCoordinates event security within 3 days of initial notice of applicable unscheduled events./li/ol/liliResponsible for annual asset inventory reviews and for the reporting of net assets./liliResponsible for the application, record keeping, and compliance of all vendor contracts./liliResponsible for the proper vetting, management, and documentation of all vendors and contractors./liliResponsible for the proper vetting, administrative management, and oversight of all facilities-related volunteer activities./li/ul/liliHuman Resources (HR) ulliResponsible for maintaining a thorough and accurate knowledge of the Employee Handbook./liliResponsible for maintaining personal familiarity and proficiency with all expected HR functions./liliResponsible for the proper storage and management (physical and electronic) of all personnel files./liliOversees the performance evaluation process. ulliConducts annual performance evaluations for all direct reports./liliEnsures the satisfactory completion of annual performance evaluations for all employees./liliTrains supervisors in the proper execution of performance evaluations./liliMaintains a record of all performance evaluations in personnel files./li/ul/liliCreates, reviews, and updates all job descriptions ulliEnsures every employee has a current and signed job description in their personnel file./liliEnsures job descriptions are reviewed annually./liliCoordinates with the diocesan HR department in crafting and posting job descriptions for all new positions the parish seeks to fill./li/ul/liliResponsible for the timely and accurate completion of administrative deliverables to the diocese (new hire/onboarding forms, status change forms, termination forms, timecard approvals, etc.)./liliManages conflict and assists employees in finding HR-related resources./liliCoordinates the disciplinary process./liliCoordinates staff professional development and training./liliAssists the Pastor in the determination of staffing needs./li/ul/liliParish Operations ulliResponsible for the management and maintenance of the parish database and e-giving platforms./liliServes as the primary point of contact for all IT policies and activities at the parish./liliOversees management of the parish calendar./liliOversees the management, completion, and distribution of the bulletin./liliAnticipates, plans for, and supports the arrival of distinguished guests./liliOversees the volunteer program at the parish./liliResponsible for parish relations channels; identifies and addresses parish needs related to the communication of inquiries and concerns./li/ul/li/ulpRecord Retention Responsibilities:/pulliManages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law./liliSecurely maintains a current work process binder for each major area of responsibility./liliSecure and orderly storage of HR, volunteer, vendor, contractor, and contract records./liliCollection and presentation of applicable records in the event of an audit./liliSecurely maintains an inventory of correspondence, especially if related to legal matters, requests for the disclosure of sensitive or confidential information, authorization or denial of requests for the disclosure of sensitive or confidential information, and policy or procedural changes./li/ulpTypical Decisions and/or Recommendations Made in This Position: Moderate decisions and or recommendations made in this position/ppSupervision Given and/or Received: Moderate supervision given/received by Pastor/ppInternal Contacts: Diocese Pastors, Priests, Principals, Business Managers, and employees./ppExternal Contacts: Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors./ppWorking Conditions and/or Physical Requirements:/pulliThis position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads./liliAbility to sit and perform computer work for lengthy periods of time./liliAble to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files./liliAbility to accept work interruptions while remaining focused on duties./liliData entry via computer keyboard that requires hand and wrist movements./liliAbility to lift up to 35 pounds without assistance and up to 60 pounds with assistance./li/ul/div