Bookkeeper

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.