Business Manager, Most Holy Trinity Parish

Diocese of San Jose; San Jose (CA); On-site; USD 75,000 - 95,000; Full time

Job summary

The Diocese of San Jose is seeking a Business Manager to oversee the parish’s day-to-day financial and administrative operations under the Pastor. This role includes financial management, facilities and risk management, HR, and coordination with diocesan offices to ensure compliance and stewardship.

The successful candidate will lead accounting, budgeting, payroll, audits, and grant administration, supervise parish staff, and implement internal controls.

Qualifications

• AA degree in Accounting or BA/BS in related field preferred.
• At least five years’ experience with increasing responsibility in business and operations management.
• Previous experience in parish administration, preferred.
• Excellent written and oral communication in English.

Responsibilities

• Lead parish financial operations, budgeting, reporting and controls in GAAP.
• Prepare, administer, and monitor the annual budget with Pastor and Finance Council.
• Oversee accounts payable/receivable, payroll, and general ledger tasks.
• Coordinate parish audits with Diocesan auditors and implement recommendations.
• Develop internal controls and produce monthly financial reports.

Skills

GAAP

General accounting

Month-end close

Excel

Internal controls

Financial reporting

Budgeting

Payroll

Education

AA in Accounting

BA/BS preferred

Tools

Workday

ParishSOFT

Microsoft Excel

Job description

POSITION SUMMARY: Under the general supervision of the Pastor, the Business Manager is a professional administrator who oversees the parish’s day-to-day temporal business operations allowing pastoral staff to focus on spiritual ministry. The responsibilities include facilities and risk management, financial management and accounting, administrative and parish support, and human resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (and other duties as assigned):

Financial Management and Accounting

• Lead and manage all parish financial operations, including accounting, budgeting, reporting and financial controls in accordance with Diocese of San Jose Accounting Standards, and the Generally Accepted Accounting Principles (GAAP).
• Prepare, administer, and monitor the annual budget in collaboration with the Pastor, and Finance Council.
• Create and maintain a strong system of internal controls to safeguard assets and ensure proper stewardship.
• Publish annual financial reports to include budget vs. actuals, for leadership and diocesan review.
• Main liaison contact with Diocesan Finance Office on approvals, reporting, and compliance.
• Oversee accurate and timely financial reporting to the Diocese.
• Oversee General Ledger, Accounts Payable/Receivable, payroll, and bank reconciliations.
• Manage and coordinate parish audits, including planning and preparation, working directly with the Diocesan auditors, and implementing corrective actions and recommendations.
• Oversee compliance all applicable financial, tax, and diocesan regulations.
• Manage and oversee weekly collection count processes, donations, and restricted funds.
• Review invoices and reimbursement check request for accuracy and for correct expense code assignment.
• Create and manage Online Giving, ensure Online Funds are tied to accounting code revenue and restricted funds.
• Create monthly reports for the accountant: online contribution, credit card payments, square, and benefit matching contributions.
• Lead and coordinate stewardship initiatives, ADA Campaign, fundraising event, and development efforts.
• Prepare and submit grant applications to support parish programs initiatives.

Facilities & Risk Management

• Manage maintenance and operations of all parish facilities.
• Manage capital improvement, and repairs and maintenance plans
• Develop Scope of Works for all projects to ensure project delivery is on time, budget, and on scope.
• Initiate and manage request for Proposals on all major facilities project
• Contact and interface with independent contractors to ensure service meets expectations time, budget and scope.
• Ensure compliance with safety, insurance and risk management policies.
• Ensure that all buildings are in compliance with local regulatory agencies for annual safety inspections.
• Ensure monthly fire extinguishers inspections are conducted.
• Coordinate property, liability and worker’s compensation insurance.
• Oversee facility condition assessment and depreciation of assets.
• Maintain Parish Safety Hazardous Materials List.

Administrative and Parish Support

• Direct daily operations of the parish office.
• Manage and train all administrative staff and volunteers.
• Ensure all internal administrative processes are being followed for service offered.
• Monitor level of service the administrative staff provides to the community.
• Ensure Parish Bulletin and other communication are created and distributed/updated weekly.
• Handle problems and concerns regarding requirements, regulations and procedures for staff, parish group and parishioners.
• Ensure payments for mass intention, donations, and program fees are accounted for and securely deposited.
• Interface with IT support contractor for proper maintenance of the parish server and local equipment.

Human Resources

• Administrative staff oversight, including hiring coordination (Pastor retains authority), job posting, and position creation.
• Manage local Workday process daily and employee benefits and maintain confidentiality in all personnel matters.
• Monitor employee safe environment compliance.
• Oversee, initiate, process, and follow up Human Resources actions, to include write-ups, warnings, violations, performance improvement plans, suspension, and termination.
• Ensure compliance with Diocesan HR policies and employment regulations.
• Provide safety reminders and illness protocols for staff.

Vision, Strategy and Leadership:

• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.

Collaboration and Communication:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.

REQUIRED SKILLS/ABILITIES:

• Knowledge and experience in the application of Generally Accepted Accounting Principles (GAAP)
• General knowledge of accounting and posting journal entries:
  • GL account reconciliation and adjustments.
  • Experience with Month-end and Year-end processes and audits.
  • Intermediate MS Excel spreadsheet skills including VLOOKUP and pivot tables.
• Strong managerial and administrative skills.
• Able to establish and maintain positive, effective working relationships with pastor, parish staff and volunteers, parishioners, vendors, etc.
• Self-motivated and reliable.
• Ability to work independently and with a sense of immediacy.
• Outstanding interpersonal skills with a strong customer service focus (internal and external).
• Ethical and discreet team player.

THIS POSITION SUPERVISES (Leading, Guiding and Managing Staff):

• __3_ number of employees supervised;
• _12_ number of volunteers supervised

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience:

• AA degree in Accounting or Business, BA/BS in related field preferred.
• At least five years’ experience with increasing responsibility in business and operations management.
• Previous experience in parish administration, preferred.

Leadership Skills:

• Strong ability to provide direction, communication, and guidance. Exhibit confidence and commitment.

Language Skills:

• Excellent written and oral communication skills with an ability to effectively communicate with all stakeholders of the parish.
• English, required.
• Bilingual (English/Spanish or English/Vietnamese or English/Filipino) preferred.

Technical Skills:

• Proficient at word processing, presentation, and electronic mail applications.
• Experience with finance systems and parishsoft.
• Working knowledge of Workday.
• Proficient with Word, Excel, PowerPoint, and other Microsoft Office applications.

Physical Demands:

• Sitting, standing, walking, reaching, lifting, repetitive motion, bending, stooping, crouching, climbing, stretching, twisting.
• Can operate standard office equipment such as copiers, fax machines, personal computer, telephone, and alarm system.
• Can lift 10 lbs. in compliance with safety standards.
• Level of vision, hearing, speaking required.

Other Requirements:

• Able to work evenings and weekends if required.
• Must be a practicing Catholic and support of the Catholic Faith.
• Knowledge of the Catholic Church structure, culture and its mission.

Annual Salary Compensation: $75,000 to $95,000 (depending on experience and qualifications)