Bookkeeper

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.

• 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.