Business Manager - Our Lady of Peace - Silverthorne

Job Description

Job Description:\n\nDescription:\nBUSINESS MANAGER OF PARISH\nSt. Mary’s Catholic Church, BreckenridgeOur Lady of Peace Catholic Church, SilverthorneArchdiocese of Denver\nReports to: PastorPosition: Full-Time, SalariedStarting Salary: $90,000 to $100,000 annually\nStarting Day - ASAP.Salary Following Successful 90-Day Review: $100,000 to $110,000 annuallyBenefits: In accordance with Archdiocese of Denver policies and eligibility requirements. Medical, Vision, Dental, Life and employer contribution to 403 (B).Primary Office: Our Lady of Peace, Silverthorne\nPOSITION SUMMARY\nSt. Mary’s Catholic Church and Our Lady of Peace Catholic Church seek a highly capable, trustworthy, mission-oriented Business Manager to assist the Pastor in the financial, administrative, personnel, facilities, and operational leadership of the parishes.\nBecause we are a smaller parish community serving two church locations, this position is intentionally designed with a significant degree of professional freedom, flexibility, and responsibility.\nThe Business Manager is not expected simply to maintain an office presence. Rather, the Business Manager is entrusted with ensuring that the business and administrative life of the parishes operates effectively, responsibly, transparently, and in accordance with the policies of the Archdiocese of Denver.\nThe successful candidate will be a trusted advisor to the Pastor, a resource for parish staff, and a liaison with the Parish Finance Council, Archdiocese of Denver, vendors, contractors, and other professional partners.\nWORK SCHEDULE & PROFESSIONAL FLEXIBILITY\nThis position is designed around responsibility and results while maintaining a consistent presence within the parish.\nThe Business Manager will ordinarily work on-site at Our Lady of Peace on:\n\n Monday — 8:00 AM to 2:00 PM\n Wednesday — 8:00 AM to 2:00 PM\n Friday — 8:00 AM to 2:00 PM\n\nThese three days provide predictable availability for the Pastor, staff, parishioners, vendors, and administrative needs.\nThe remainder of the workweek may be completed with considerable flexibility, including remote work, work at St. Mary’s in Breckenridge, meetings with vendors or Archdiocesan offices, and other locations appropriate to the responsibilities of the position.\nThe Business Manager will manage his or her own schedule in consultation with the Pastor and will need to attend Finance Council meetings, staff meetings, major parish events, or other meetings outside normal office hours.\nThe expectation is not simply the completion of prescribed office hours, but the effective and timely fulfillment of the responsibilities entrusted to the position.\nESSENTIAL RESPONSIBILITIES\n1. Financial Leadership & Stewardship\nOversee the financial administration of both parish locations in accordance with Archdiocese of Denver policies and sound financial practices.\nResponsibilities include:\n\n Maintain accurate and timely parish financial records.\n Oversee accounting, accounts payable, deposits, reconciliations, contributions, restricted funds, and financial reporting.\n Coordinate payroll and benefits administration.\n Ensure timely payment of parish obligations, assessments, insurance, payroll taxes, vendors, and other financial commitments.\n Prepare monthly financial statements and meaningful budget-to-actual reports for the Pastor.\n Develop the annual parish operating and capital budgets in collaboration with the Pastor and Finance Council.\n Monitor cash flow, reserves, investments, restricted funds, and significant financial commitments.\n Coordinate required annual and periodic reports to the Archdiocese.\n Maintain appropriate financial controls and segregation of duties.\n Assist the Pastor in identifying financial risks, opportunities, and long-term priorities.\n Prepare clear financial information for the Parish Finance Council and parish community.\n\n2. Parish Operations\nProvide leadership and oversight for the day-to-day business operations of the parishes.\nResponsibilities include:\n\n Develop efficient administrative systems and workflows.\n Identify unnecessary duplication, outdated procedures, or administrative inefficiencies.\n Establish clear procedures for purchasing, contracts, reimbursements, financial approvals, recordkeeping, and other routine operations.\n Ensure parish administrative records are appropriately organized and maintained.\n Coordinate implementation of Archdiocesan policies and procedures.\n Help establish clear staff responsibilities and accountability.\n Work proactively so that operational problems are addressed before they require direct intervention from the Pastor.\n\n3. Human Resources & Personnel Administration\nSupport the Pastor in the responsible administration of parish personnel.\nResponsibilities include:\n\n Coordinate employee onboarding and offboarding.\n Maintain personnel records and required documentation.\n Coordinate payroll, benefits, leave, and other employee administrative matters.\n Ensure compliance with Archdiocesan HR procedures.\n Assist the Pastor with job descriptions, compensation analysis, performance reviews, and personnel planning.\n Help establish professional expectations, accountability, and healthy communication among parish staff.\n Serve as an administrative resource to employees while recognizing that the Pastor retains ultimate responsibility for parish personnel.\n\n4. Facilities, Property & Risk Management\nWorking with parish facilities personnel and the Pastor, provide administrative oversight of parish buildings and property.\nResponsibilities include:\n\n Maintain an organized schedule of major maintenance and capital needs.\n Coordinate vendor bids, contracts, insurance requirements, and documentation.\n Review significant service contracts and identify opportunities for savings or improved service.\n Coordinate with Archdiocesan offices concerning construction, insurance, risk management, and major projects.\n Help develop short- and long-term capital improvement priorities.\n Maintain appropriate documentation regarding parish property, vehicles, equipment, warranties, inspections, and contracts.\n Assist the Pastor in ensuring parish facilities remain safe, functional, welcoming, and appropriately maintained.\n\n5. Parish Finance Council\nServe as the principal staff liaison to the Parish Finance Council.\nResponsibilities include:\n\n Work with the Pastor and Finance Council leadership to prepare meeting agendas.\n Prepare financial statements, variance reports, forecasts, and supporting information.\n Attend Finance Council meetings.\n Follow up on approved recommendations and action items.\n Assist the Council in long-range financial and capital planning.\n Maintain appropriate records and documentation of financial decisions.\n\n6. Archdiocesan Compliance & Relationships\nServe as a primary administrative liaison between the parish and the Archdiocese of Denver.\nThe Business Manager will:\n\n Maintain productive working relationships with Parish Finance, People Support, Risk Management, Mission Support, and other Archdiocesan offices.\n Ensure required reports are submitted accurately and on time.\n Participate in appropriate Archdiocesan Business Manager meetings and formation.\n Keep the Pastor informed of significant Archdiocesan administrative or financial requirements.\n Assist in responding promptly to audits, parish reviews, compliance requests, and recommendations.\n\n7. Strategic Support to the Pastor\nThe Business Manager should function as a trusted senior advisor to the Pastor regarding the temporal administration of the parish.\nThis includes:\n\n Identifying financial or operational concerns before they become significant problems.\n Presenting the Pastor with recommendations rather than simply presenting problems.\n Helping distinguish matters that require the Pastor’s decision from matters that can appropriately be handled by staff.\n Developing systems that allow the Pastor to devote greater attention to sacramental ministry, pastoral care, evangelization, leadership, and the spiritual mission of the parish.\n Undertaking additional administrative projects entrusted by the Pastor.\n\nFIRST 90 DAYS — PERFORMANCE GOALS\nThe initial annual salary will be $100,000.\nAt approximately 90 days, the Pastor will conduct a formal performance review based upon the following objectives.\nUpon satisfactory achievement of the agreed-upon 90-day objectives, the annual salary will increase to $110,000, effective with the next applicable payroll period.\nThe purpose of the 90-day review is not to expect every long-term parish project to be completed within three months. Rather, it is to determine whether the Business Manager has gained command of parish operations, established reliable systems, identified priorities, and demonstrated the judgment and initiative expected of a senior leader.\n90-DAY OBJECTIVES\n1. Complete Financial Assessment\nWithin the first 90 days:\n\n Review the financial condition of both parish locations.\n Confirm that accounts and reconciliations are current.\n Review balance sheet accounts, restricted funds, outstanding obligations, major contracts, and cash reserves.\n Identify any discrepancies, unresolved items, financial risks, or areas requiring corrective action.\n Present the Pastor with a concise written assessment of the financial condition of the parishes.\n\nSuccessful outcome: The Pastor has an accurate and understandable picture of the financial health of the parish.\n2. Establish Monthly Financial Reporting\nDevelop a concise monthly financial reporting package for the Pastor containing, at minimum:\n\n Revenue and expenses\n Budget versus actual performance\n Cash position\n Significant variances\n Restricted funds\n Major outstanding obligations\n Capital or extraordinary expenditures requiring attention\n\nSuccessful outcome: The Pastor can understand the financial position of the parish without having to investigate individual transactions or accounts.\n3. Review Parish Operations\nConduct an operational review of the parish and identify:\n\n Administrative processes that should be improved\n Areas where responsibilities are unclear\n Unnecessary duplication\n Significant compliance concerns\n Opportunities for cost savings\n Processes that unnecessarily require direct involvement from the Pastor\n\nPresent recommendations identifying immediate, six-month, and long-term priorities.\nSuccessful outcome: A practical operational improvement plan has been established and implementation has begun.\n4. Human Resources & Personnel Review\nReview:\n\n Current employee files\n Job descriptions\n Payroll and benefits administration\n PTO/leave procedures\n Required Archdiocesan documentation\n Employee onboarding procedures\n Personnel policies and administrative practices\n\nIdentify deficiencies and establish a plan to correct them.\nSuccessful outcome: Personnel records and processes are current, organized, compliant, and understandable.\n5. Facilities & Contracts Assessment\nCreate a working inventory of:\n\n Major parish vendors\n Service agreements\n Recurring contracts\n Insurance requirements\n Significant maintenance needs\n Current and anticipated capital projects\n\nIdentify contracts or services that should be renegotiated, consolidated, discontinued, or competitively bid.\nSuccessful outcome: The Pastor has a clear picture of major facilities obligations, contracts, and upcoming capital needs.\n6. Establish Administrative Systems\nCreate or improve written procedures for the parish's principal administrative functions, particularly:\n\n Purchasing and expense approvals\n Vendor management\n Contract review\n Financial documentation\n Staff reimbursements\n Payroll\n Deposits and cash handling\n Record retention\n Requests requiring Pastor approval\n\nSuccessful outcome: Routine business operations increasingly function through established systems rather than relying upon individual memory or constant intervention by the Pastor.\n7. Establish Effective Working Relationships\nWithin the first 90 days, establish productive relationships with:\n\n Pastor and clergy\n Parish staff\n Parish Finance Council\n Archdiocese of Denver Parish Finance\n People Support\n Mission Support\n Risk Management\n Key parish vendors and professional partners\n\nSuccessful outcome: The Business Manager has become a trusted and responsive point of contact for parish business matters.\n8. Present a 12-Month Business & Operations Plan\nAt the conclusion of the first 90 days, present the Pastor with a concise 12-month Parish Business & Operations Plan identifying:\n\n Financial priorities\n Operational improvements\n Personnel/HR priorities\n Facilities and capital priorities\n Cost-saving opportunities\n Compliance needs\n Major projects\n Recommended timelines\n\nSuccessful outcome: The parish has a realistic roadmap for the coming year and the Business Manager demonstrates the capacity to lead its implementation.\nQUALIFICATIONS\nThe ideal candidate will possess:\n\n Bachelor’s degree in accounting, finance, business administration, management, or a related field; equivalent significant professional experience may be considered.\n At least five years of progressively responsible business, financial, accounting, operations, or organizational leadership experience.\n Demonstrated competence in financial reporting, budgeting, accounting, and organizational management.\n Excellent judgment and discretion in dealing with confidential financial and personnel matters.\n Strong organizational and project-management abilities.\n Ability to work independently and make appropriate decisions without constant supervision.\n Ability to communicate financial and administrative information clearly to non-financial audiences.\n Strong interpersonal skills and ability to work effectively with clergy, employees, volunteers, parishioners, vendors, and Archdiocesan personnel.\n Proficiency with standard business, accounting, payroll, and Microsoft Office applications.\n Experience in nonprofit, parish, church, or mission-driven organizational leadership is highly desirable.\n Understanding of and willingness to operate in accordance with the mission, teachings, policies, and administrative structure of the Catholic Church and the Archdiocese of Denver.\n\nLEADERSHIP CHARACTERISTICS\nThe successful candidate should be:\nTrustworthy. Parish finances, personnel matters, and confidential information require impeccable integrity.\nProactive. The Business Manager should identify problems and opportunities before they reach the Pastor.\nOrganized. Financial and administrative responsibilities should be predictable, documented, and timely.\nCollaborative. The position works closely with the Pastor while maintaining strong relationships with staff, councils, volunteers, and Archdiocesan offices.\nPractical. The Business Manager should be capable of moving from financial analysis and strategic planning to solving ordinary day-to-day parish problems.\nMission-focused. Administration exists to support the evangelical and pastoral mission of the Church.\nSUPERVISION & AUTHORITY\nThe Bus