Business Manager

Diocese of San Diego; Encinitas (CA); On-site; USD 75,000 - 80,000; Full time

Job summary

Saint John the Evangelist Catholic Church in Encinitas, CA seeks a Parish Administrator to lead the parish office, manage finances and HR, and support the Pastor in daily operations. This full‑time, exempt role oversees office staff, accounting, payroll, IT coordination, and communications, ensuring compliant, efficient parish administration and excellent service to parishioners.

Responsibilities include budgeting, vendor management, payroll processing, reporting to the Pastor and Finance

Qualifications

• Strong communication skills
• Proficient in Microsoft Office products (Word, Excel)
• Proficient in QuickBooks
• Proficient in Canva
• Familiarity with GAAP
• Familiarity with federal and state employment laws
• Ability to learn and train staff in various computer programs
• Leadership role in office management and administration
• Proven managerial/supervisory strength

Responsibilities

• Lead and supervise office staff (Secretary/receptionist) and provide general administrative support to ministry staff
• Manage accounts payable/receivable, financial statements and parish budgeting processes
• Oversee payroll processing and benefits tracking
• Coordinate IT needs and manage parish database software and website updates
• Prepare and post weekly bulletin and manage offering envelopes and donations
• Oversee office operations, event coordination, and reporting to Pastor and Finance Council
• Maintain records and ensure compliance with diocesan guidelines and GAAP
• Assist with facility scheduling and parish communications

Job description

Description

Parish Name: St. John the Evangelist Catholic Church

Location: 1001 Encinitas Blvd, Encinitas, CA 92024

Reports to: Pastor

Employment Type: Full Time

FLSA Status: Exempt

Pay Rate: $75,000 - $80,000

Position Summary

Lead and manage the general office, financial and human resources activities of the parish. Serves as the primary business support staff member to the Pastor.

Primary Responsibilities

General Administrative and Office Management

• Provide guidance and supervision of office staff (Secretary/receptionist)
• Provide administrative, purchasing and general support to ministry staff
• Manage computer system needs and requirements, Point of Contact for IT questions
• Manage maintenance of and training on church database software
• Balances petty cash fund which is maintained by secretary
• Oversees the timely opening and closing of parish office
• Oversees inventory of office supplies (includes bread, wine, and baptismal candles, Paschal candle and supplies for rectory)
• Prepares and submits weekly bulletin
• Maintains parish offering envelope system
• Inputs mailed general donations into PDS
• Keeps track of special envelopes and collections
• Coordinates office events, such as but not limited to; staff Christmas Party & Priests Penance/Dinner, Fiesta Planning
• Oversees creating and recording of all Sacramental Certificates (Baptism, First Reconciliation, First Communion, Marriage, Death)
• Oversees Parish website and updates as needed
• Keeps and creates all user codes and passwords for office equipment and parish office programs with the help of IT person.
• Keeps abreast on changing priorities and any emergency issues
• Back-up to front office and phones.

Financial

• Provide financial updates to pastor on a regular basis
• Facilitate preparation of parish annual budget with guidance from Pastor and Finance Council.
• Maintain accounts receivable ledger/accurate school invoicing and payments
• Process and Post: Online Giving deposits, office and mail deposits, Collection deposits and Fiesta deposits.
• Imports all Online contributions into PDS Church Office program
• Inputs mailed general donations into PDS
• Process deposits and writes checks for Food Pantry
• Facilitate ACA donations as needed, following ACA procedures from Diocese
• Process Accounts Payable, ensuring 1099 compliance and timely payment
• Prepare monthly financial statements for Pastor, Finance Council
• Ensure all bank statements are balanced in a timely manner
• Facilitate preparation of the Semi-Annual and Annual Financial Reporting to the Diocese
• Facilitate Fiscal Year End Close following Diocesan Guidelines
• Complete Diocesan reports as needed
• Maintain Financial files, following the Diocesan Guidelines
• Schedule volunteers to count weekend collection
• Collaborate with diocese on financial matters
• Oversee the management of both parish and diocesan fund drives
• Monthly JE’s as needed

Facility Management

• Assist with management the scheduling of all facility’s halls, classrooms and meeting rooms

Human Resources/Payroll

• Process payroll on a bi-weekly basis
• Verify/approve employee timecards in Paylocity
• Track and maintain employee benefits
• Monitor employee sick and vacation accruals
• Update salary and demographic changes in payroll system
• Administrator of CMG for the Parish
• Obtain and process new hire paperwork and completion through Paylocity
• Process termination paperwork as needed
• Complete Diocesan reports as needed
• Maintain HR/payroll files following the Diocesan Guidelines, Federal/State Laws
• Collaborate with diocesan human resources for policy interpretation, leaves of absence and general support

Committees

• Attend all pastoral, finance council and office staff meetings
• Respond to the administrative needs of all committees
• Attend diocesan Business Managers’ meetings and webinars.

General

• Act as point person for inquiries on parish business and administrative matters.
• Be a catalyst for cooperation and good business relationships among all parish entities
• Maintain spiritual influence and presence in overall administrative activities.

Requirements

• Strong communication skills
• Proficient in use of Microsoft Office products (WORD, EXCEL, etc.)
• Proficient in use of QuickBooks
• Proficient in Canva
• Familiarity with generally accepted accounting principles (GAAP)
• Familiarity with federal and state employment laws
• Ability to manage information technology needs
• Ability to learn and train staff in various computer programs
• Leadership role office management and administration
• Proven managerial/supervisory strength

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the Saint John the Evangelist facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must be able to climb stairs. The employee must occasionally lift and/or move up to 25 pounds.

Please note this position description is not designed to cover or contain a comprehensive listing of 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.

St. John the Evangelist Catholic Church, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.