Bookkeeper

Socket.dev; Dixon (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

The Diocese Parish Administration is seeking a Bookkeeping professional to manage accounting and payroll-related tasks for the parish and school. You will post data to QuickBooks, reconcile accounts, and prepare reports for the diocesan accounting department.

Responsibilities include handling invoices, deposits, payroll processing through Paylocity, and maintaining confidential records with discretion. A strong team ethic and service mindset are essential.

Qualifications

• Associate degree or equivalent in business or accounting.
• Strong knowledge of QuickBooks and Microsoft Office.
• Basic understanding of accounting practices.
• Ability to work in a team and serve others.
• Able to handle confidential information with discretion.
• Willingness to learn diocesan policies and procedures.
• Attention to detail and deadline-driven.

Responsibilities

• Process and pay invoices and file paid invoice copies.
• Post all accounting data into QuickBooks.
• Reconcile bank accounts monthly.
• Prepare and submit data to diocesan accounting for parish reports.
• Reconcile diocesan reports with parish QuickBooks.
• Attend Finance Council meetings and assist in annual budget prep.
• Enter school tuition and FACTS payments into QuickBooks.
• Liaise with diocesan offices and parish secretary for donations.

Skills

Microsoft Office

Accounting practices

Teamwork

Confidential information handling

Service mindset

Problem solving

Education

Associate degree in Business or related discipline

Tools

QuickBooks

Paylocity

Job description

Description

Summary of Benefits

Reports to: Pastor

Bookkeeping

• Process and pay invoices and file paid invoice copies.
• Post all accounting data into QuickBooks program.
• Reconcile bank accounts monthly.
• Prepare and submit data to diocesan accounting department for parish financial reports.
• Reconcile diocesan financial reports with parish QuickBooks program.
• Serve as resource person for Parish Finance Council; attend and prepare reports for quarterly Finance Council meetings; assist Pastor and Finance Council in the preparation of the annual budget.
• Enter school tuition and fees FACTS payments into QuickBooks.
• Serve as liaison with diocesan offices.
• Communicate donation information with parish secretary for posting in church bulletin.
• Share school financial information with school Principal and Pastor.
• Reconcile Mass Intention Journal with checking account annually, forwarding overage to diocesan office.
• Produce and distribute annual donation statements for all parishioners giving over $500.00.
• Collect W-9 forms and certificates of liability insurance from vendors.
• Mail IRS forms 1096 & 1099 annually.
• Submit W-2 information for priest(s) to the diocese.
• Utilize the FACTS school tuition and enrollment database as needed.

Donations & Deposits

• Tabulate automatic giving donations in QuickBooks.
• Work with volunteer money counters in totaling weekly collections.
• Process and take deposits for church and school to the bank.
• Code deposits in QuickBooks accordingly.
• File deposit paperwork and receipts in appropriate files.
• Post and oversee volunteer posting of all envelope receipts and donations to the Parish Data System (PDS).
• Process donor acknowledgement letters for qualified charitable distribution donations.
• Reconcile school deposits with school administration’s spreadsheet immediately after the deposit is made.
• Work with school staff in Guardian Angel appeal mailing, donation tracking, public digital donor acknowledgement, and donor acknowledgement mailing.
• Collect votive candle monies with parish Secretary.
• Seek, submit, and maintain information for Walmart school grant.

Human Resources

• Maintain employees’ employment files.
• Process new employee paperwork and employee termination paperwork; send paperwork to the appropriate diocesan departments.
• Generate contracts for salaried staff and process accordingly.
• Process end of calendar year accounting paperwork and submit to proper entities (i.e., federal government, state government, diocesan accounting department).
• Tabulate employee vacation days, sick days, personal days, and paid personal time hours.
• Process criminal background checks for employees and volunteers.
• Communicate changes in employee handbook and diocesan policies to parish and school staff.

Miscellaneous

• Prepare for diocesan audits; implement post-audit procedure changes.
• Assist Principal in ISBE audit preparation.
• Destroy old files according to the diocesan document retention schedule.
• Attend semi-annual Business Managers’ meetings.

Payroll

• Distribute parish and school employee timesheets; gather timesheets for processing.
• Process payroll in Paylocity program.
• Input payroll into QuickBooks.
• File payroll paperwork.
• Scan and email payroll figures to the diocesan accounting department.
• Make Pastor and/or Principal aware of employee overtime.
• Distribute paychecks and/or paycheck stubs.

Purchasing

• Make 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.