Business Manager

Job Description

Job Description

The 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.

General 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.

Principal Accountabilities:

General Administration

• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Prepare, manage, and implement the operating administrative budget according to Diocesan and parish policies and timelines.
  • Responsible for creating and submitting next-year budget submissions in accordance with promulgated deadlines.
  • Prepares and delivers monthly budget and variance reports to the Finance Manager, Chief of Staff, and Pastor.
  • Guides employees and ministries through the budget preparation process.
  • Presents new and/or updated budgets to the Pastor and Finance Advisory Council (FAC).
• Responsible for budget compliance as it applies to his/her respective position (including the budget compliance of all direct reports).
  • Prepares a monthly departmental budget and variance reports (including a summary of purchase orders and reimbursements).
• Prepares 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.
• Demonstrates dynamic problem-solving skills through adaptable and flexible leadership. Clarifies the needs and directives of supervisors, supervises and manages logistics, and clearly communicates resulting needs and barriers to success in a timely, professional manner.
• Communicates and cooperates with other parish and diocesan organizations.
• Foster mutually responsive relationships with parish staff and the parish community at large.
• Mitigates conflicts quickly and works with the Pastor to implement viable solutions.
• Works independently and within teams on special nonrecurring and ongoing projects as assigned.
• Learns 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.
• Other duties as assigned.

Financial Management

• Helps to maintain the financial bookkeeping system for the parish including accounts payable and receivable ledgers and financial statements.
• Maintains bank accounts for the parish, including deposits, processing check requests assuring proper authorization for expenditures.
• Maintains reconciliation of Cash Receipt Books.
• Reconciles Petty Cash for the parish.
• Performs the payroll accrual reconciliation for the parish.
• Maintains vendor payment information. Prepares and mails yearly Forms 1099 and Form 1096.
• Completes month-end and year-end close processes. Record adjusting journal entries as necessary.
• Coordinate monthly electronic funds transfers to the Diocese for the parish.
• Reviews AR invoice from the Diocese for the parish. Reports any disputes on the AR Draft to the Diocese.
• Maintains bookkeeping skills and expertise by participating in diocesan-sponsored training, attending workshops and classes.
• Other duties as assigned.

Facilities Management

• Supervisor to the Facilities Manager
• Guides and supervises the management of parish grounds, buildings, and systems.
• Responsible for property and event security.
  1. Institutes, maintains, promulgates, and enforces security policies and procedures in accordance with diocesan policy and law.
  2. Coordinates event security 30 days prior to scheduled events.
  3. Coordinates event security within 3 days of initial notice of applicable unscheduled events.
• Responsible for annual asset inventory reviews and for the reporting of net assets.
• Responsible for the application, record keeping, and compliance of all vendor contracts.
• Responsible for the proper vetting, management, and documentation of all vendors and contractors.
• Responsible for the proper vetting, administrative management, and oversight of all facilities-related volunteer activities.

Human Resources (HR)

• Responsible for maintaining a thorough and accurate knowledge of the Employee Handbook.
• Responsible for maintaining personal familiarity and proficiency with all expected HR functions.
• Responsible for the proper storage and management (physical and electronic) of all personnel files.
• Oversees the performance evaluation process.
  • Conducts annual performance evaluations for all direct reports.
  • Ensures the satisfactory completion of annual performance evaluations for all employees.
  • Trains supervisors in the proper execution of performance evaluations.
  • Maintains a record of all performance evaluations in personnel files.
• Creates, reviews, and updates all job descriptions
  • Ensures every employee has a current and signed job description in their personnel file.
  • Ensures job descriptions are reviewed annually.
  • Coordinates with the diocesan HR department in crafting and posting job descriptions for all new positions the parish seeks to fill.
• Responsible for the timely and accurate completion of administrative deliverables to the diocese (new hire/onboarding forms, status change forms, termination forms, timecard approvals, etc.).
• Manages conflict and assists employees in finding HR-related resources.
• Coordinates the disciplinary process.
• Coordinates staff professional development and training.
• Assists the Pastor in the determination of staffing needs.

Parish Operations

• Responsible for the management and maintenance of the parish database and e-giving platforms.
• Serves as the primary point of contact for all IT policies and activities at the parish.
• Oversees management of the parish calendar.
• Oversees the management, completion, and distribution of the bulletin.
• Anticipates, plans for, and supports the arrival of distinguished guests.
• Oversees the volunteer program at the parish.
• Responsible for parish relations channels; identifies and addresses parish needs related to the communication of inquiries and concerns.

RECORD RETENTION RESPONSIBILTIES:

• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Securely maintains a current work process binder for each major area of responsibility.
• Secure and orderly storage of HR, volunteer, vendor, contractor, and contract records.
• Collection and presentation of applicable records in the event of an audit.
• Securely 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.

Typical Decisions and/or Recommendations Made in This Position:

Moderate decisions and or recommendations made in this position

Supervision Given and/or Received:

Moderate supervision given/received by Pastor

Internal Contacts:

• Diocese Pastors, Priests, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This 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.
• Ability to sit and perform computer work for lengthy periods of time.
• Able 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.
• Ability to accept work interruptions while remaining focused on duties.
• Data entry via computer keyboard that requires hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools.

Education and Experience Preferred:

• Practicing Catholic in good standing with the Catholic Church.
• Accounting, Business or Management degree preferred, or an equivalent combination of education and experience
• Previous bookkeeping experience required.
• Successful completion of the Diocesan Safe Environment process.
• Experience with ADP Workforce Now preferred
• Experience with SAGE Intacct Accounting

Knowledge and Skills Preferred:

• Knowledge of generally accepted accounting principles.
• Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Ability to learn custom church software.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives from Pastor or Chief of Staff in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Willingness to learn and continue with personal and professional development.
• Demonstrated professional written and verbal communication skills.
• Demonstrated analytical, customer service skills and the ability to multi-task.
• Bilingual (Spanish/ English) is highly desirable.

FLSA Designation: Exempt, Full-time 40 hours/week, Onsite M-F 9am -5pm