Church and School Assistant Bookkeeper - Blessed Sacrament

Company: The Catholic Diocese of St. Petersburg
Location: Seminole
Posted on: May 25, 2023

Job Description:

POSITION NAME: Assistant Bookkeeper PARISH: Blessed Sacrament Catholic Church & School

REPORTS TO: Principal & Parish Manager EFFECTIVE DATE: As soon as possible

CLASSIFICATION: Non-Exempt

GENERAL STATEMENT OF DUTIES: The school and parish Assistant Bookkeeper works in the financial areas of the school and parish by supporting various accounting and report functions.

The Assistant Bookkeeper is involved in aspects of the organization's day-to-day accounting functions; and supports the Diocese Accounting Services' day-to-day and month-end closing process.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

School & Church Responsibilities

• This position may spend 70% of the time supporting the school and 30% supporting the church. The percentages are subject to change based on church and school activities and schedules.
  • Accounts Payable:
    • Serves as a data conduit to diocesan Accounting Services (AS)
    • Codes all invoices, including credit card detail, to the parish manager and principal for approval.
    • Transmits approved invoices electronically to AS once per week for further processing.
    • Generates paper checks from Parish soft accounting software based on recommended pay list provided by AS.
    • The Assistant Bookkeeper is to maintain paid invoice files per vendor for each school year and annually for the parish.
      • Budgeting:
        • Assist AS and the Pastor, Principal, and Parish Manager in preparation of the school's and church's operating budgets.
          • Payroll:
            • Help assist and prepare bi-monthly payrolls with Parish Manager and AS School Responsibilities
              • Tuition Collections:
                • FACTS SIS Systems:
                  • The software is used to manage tuition collections due from parents, the state and other sources.
                  • All families must be entered into FACTS.
                  • Submit an Enrollment Spreadsheet which includes gross tuition, state tuition vouchers and scholarships, school provided assistance and the amount due from parents for the coming school year per student no later than the beginning of the school year.
                  • State provided tuition vouchers and scholarships are ACH deposited directly into the school's operating account and a Remittance Advice is submitted to the school detailing awards remitted per student.
                  • Tuition payments made by parents directly to the school are to be minimized. (See Deposits section below for processing.)
                  • Deposits
                    • Deposits of all cash and checks for tuition and incidentals are to be made a minimum of one time per week.
                    • Deposits from special fund-raising activities, carnival, golf tournaments, class events, etc.
                    • Submit ALL deposits through TEAMS to AS with the following:
                      • Deposit worksheet with coding
                      • Bank receipt of deposit
                      • Annual Step-Up Reviews/Audits
                        • Bookkeeper, with AS assistance, is to provide information required by the independent auditor. Church
                          • Oversees the collection counters and deposits of weekly collections. Post weekly collections within one day of counting.
                          • Maintains financial bookkeeping systems, including accounts payable, receivable, payroll, and cash receipts.
                            • Scan and send all receipts, bills, and statements to Diocesan Accountant.
                            • Records contributions and manages individual contributions recorded in ParishSoft.
                            • Downloads and imports electronic giving transactions from ParishSoft online giving into ParishSoft database.
                            • Prepares weekly deposits.
                            • Reviews and processes payments for all vendor invoices, reimbursements, and records in appropriate GL accounts.
                            • Distributes W-9 forms and reports 1099-misc to all contractors and service providers not on the payroll.
                            • Balances accounts and ledgers and reconciles bank statements.
                              • Reviews monthly bank statements for all accounts.
                              • Reviews monthly parish credit card transactions statement with Pastor for accuracy and to categorize into the correct GL expense account.
                              • Prepares financial statements.
                                • Prepares and records bi-weekly Diocesan Payroll breakdown and records payroll/salary categories.
                                • Reviews monthly bank reconciliations and financial reports with Pastor.
                                • Prepares and reviews quarterly financial reports for Finance Council meetings; arranges the meetings and distributes information.
                                • Prepares annual financial and budget reports for the Diocese of St Petersburg.
                                • Manages Parish Human Resource transactions: new hires, terminations, statutes changes, benefits, payroll, etc.
                                • Serves as staff to the Finance committee as requested.
                                • Other duties as assigned by the Pastor and Parish Manager. COLLABORATIVE RELATIONSHIPS
                                  
                                  The Assistant Bookkeeper is directly accountable to and evaluated by the Principal and Parish Manager. The Assistant Bookkeeper is accountable to the Principal and Parish Manager for time and attendance. Other collaborative relationships involve the following offices:
                                  • Diocesan Finance Ministry
                                  • Human Resource Ministry
                                  • Parish Office & Parishioners
                                  • School Staff, Teachers, Parents CHURCH AND SCHOOL EVENTS
                                    • Support and assist with church and school wide events as needed. SKILLS
                                      • Collaborative/friendly work style with ability to project professionalism and sincerity.
                                        • Possess good organizational skills and is capable of multi-tasking.
                                          • Produce work in a timely manner and be able to meet deadlines.
                                            • Detail-oriented, deadline-aware, persistent, helpful, team-minded, and personable.
                                              • Great customer service skills.
                                              • Strong communication skills both written and verbal with both internal and external parties. An ability to compose correspondence and reports.
                                                • Knowledge of ParishSOFT, FACTS Tuition Management, and Paylocity
                                                  • Strict confidentiality must be adhered to.
                                                  • QUALIFICATIONS
                                                    • Must be an active member of a Catholic community to express personal knowledge of the Catholic faith and commitment to Catholic ideals.
                                                      • High school graduate with 3+ years bookkeeping experience. Associate degree in accounting preferred.
                                                        • Have strong knowledge of accounting, Word, and Excel
                                                          • Have a basic knowledge of church and school operations preferred.
                                                            • Successfully pass a level II (FBI) criminal history background check and attend Safe Environment Training
                                                            • PHYSICAL DEMANDS/ WORK ENVIRONMENT
                                                              The characteristics 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 frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear and occasionally required to climb stairs; balance; stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities usually required by this job include close, distance, color and peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is not exposed to weather conditions.

Keywords: The Catholic Diocese of St. Petersburg, Largo , Church and School Assistant Bookkeeper - Blessed Sacrament, Accounting, Auditing , Seminole, Florida