Bookkeeper

Bookkeeping

Reports to: Pastor

Responsibilities include:

• Processing and paying invoices and filing paid invoice copies.
• Posting all accounting data into QuickBooks program.
• Reconciling bank accounts monthly.
• Preparing and submitting data to diocesan accounting department for parish financial reports.
• Reconciling diocesan financial reports with parish QuickBooks program.
• Serving as a resource person for Parish Finance Council; attending and preparing reports for quarterly Finance Council meetings; assisting Pastor and Finance Council in the preparation of the annual budget.
• Entering school tuition and fees FACTS payments into QuickBooks.
• Serving as a liaison with diocesan offices.
• Communicating donation information with parish secretary for posting in church bulletin.
• Sharing school financial information with school Principal and Pastor.
• Reconciling Mass Intention Journal with checking account annually, forwarding overage to diocesan office.
• Producing and distributing annual donation statements for all parishioners giving over $500.00.
• Collecting W-9 forms and certificates of liability insurance from vendors.
• Mailing IRS forms 1096 & 1099 annually.
• Submitting W-2 information for priest(s) to the diocese.
• Utilizing the FACTS school tuition and enrollment database as needed.

Donations & Deposits:

• Tabulating automatic giving donations in QuickBooks.
• Working with volunteer money counters in totaling weekly collections.
• Processing and taking deposits for church and school to the bank.
• Coding deposits in QuickBooks accordingly.
• Filing deposit paperwork and receipts in appropriate files.
• Posting and overseeing volunteer posting of all envelope receipts and donations to the Parish Data System (PDS).
• Processing donor acknowledgement letters for qualified charitable distribution donations.
• Reconciling school deposits with school administration's spreadsheet immediately after the deposit is made.
• Working with school staff in Guardian Angel appeal mailing, donation tracking, public digital donor acknowledgement, and donor acknowledgement mailing.
• Collecting votive candle monies with parish Secretary.
• Seeking, submitting, and maintaining information for Walmart school grant.

Human Resources:

• Maintaining employees' employment files.
• Processing new employee paperwork and employee termination paperwork; sending paperwork to the appropriate diocesan departments.
• Generating contracts for salaried staff and processing accordingly.
• Processing end of calendar year accounting paperwork and submitting to proper entities (i.e., federal government, state government, diocesan accounting department).
• Tabulating employee vacation days, sick days, personal days, and paid personal time hours.
• Processing criminal background checks for employees and volunteers.
• Communicating changes in employee handbook and diocesan policies to parish and school staff.

Miscellaneous:

• Preparing for diocesan audits; implementing post-audit procedure changes.
• Assisting Principal in ISBE audit preparation.
• Destroying old files according to the diocesan document retention schedule.
• Attending semi-annual Business Managers' meetings.

Payroll:

• Distributing parish and school employee timesheets; gathering timesheets for processing.
• Processing payroll in Paylocity program.
• Inputting payroll into QuickBooks.
• Filing payroll paperwork.
• Scanning and emailing payroll figures to the diocesan accounting department.
• Making Pastor and/or Principal aware of employee overtime.
• Distributing paychecks and/or paycheck stubs.

Purchasing:

• Making purchases for parish office and Parish Buildings & Grounds Commission.

Requirements:

• Minimum of Associate degree in Business, related discipline, or equivalent experience.
• Strong knowledge of QuickBooks and Microsoft Office applications.
• Basic knowledge of accounting practices.
• Demonstrate understanding, respect and support of the Catholic Church teaching, mission, and values.
• Ability to work in a team environment and have a service mindset when working with others.
• Able to identify issues and propose recommendations/solutions.
• Can be trusted with highly confidential information.
• Strong drive to achieve results.