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Department
Finance
Job Title
Operations Manager
Reports to
Pastoral Associate of Administration
Direct Reports
Facilities Supervisor
Finance Assist/Bookkeeper
Finance Admin Assist
Reception
security
Office Location
New York City
FLSA Status
Purpose of Role
The Operations Manager is responsible for preparation of parish budgets, forecasting, and financial reporting. The Operations Manager prepares and distributes financial statements as required, and manages all activities related to the consolidation of journal entries and subsidiary financial accounts to ensure that financial accounts are maintained in an accurate and timely manner. The Operations Manager will oversee general HR functions under the direction of the Pastor, review donor contributions; and manage building setup and maintenance requirements as well as major maintenance projects .
ENTRY LEVEL REQUIRMENTS:
Education/Certificate/License
ENTRY LEVEL REQUIREMENTS:
Skills and/or Experience
MBA finance
Strong knowledge of Microsoft systems, quickbooks
COMPETENCIES
PRIMARY RESPONSIBILITIES
Operations
As the Operations Manager, it is critical to ensure the finances of the parish are accurately reflected and the parish is in good standing with the archdiocese, vendors, etc. at all times. Under the direction of the Pastoral Associate of Administration, the following list provides examples of responsibilities associated with this role. Additional activities may be assigned at the discretion at the Pastoral Associate of Administration.
Weekly:
- Using the ParishSoft accounting system:
- Record all deposits, received bills, donations, and other miscellaneous entries to accurately reflect the financial position of the parish
- Communication with the Accountant and the Archdiocese representatives for finance and construction oversight
Record donations into family suite
- Maintain Faith Direct Appeals
- Using QuickBooks, record weekly Bookstore activity (i.e. deposits) and payments
- Perform weekly check run by:
- Updating parish check book report
- Preparing checks for signing
- Obtaining required signatures
- Distributing signed checks to third parties (i.e mail, have available for pick-up, etc.)
- Update project report
- File hard copy support to maintain organized financial records
Monthly
- Collect investment reports and distribute to Accountant and FC as directed
- Upon receipt of monthly accounting reports, update monthly financial report
- Review results with Pastoral Associate of Administration against budget
- Report with comments gets sent to Audit FC advisor for distribution
- Tax letters for all donations over $500 sent to donor and filed for end of year
- Bi-monthly review Faith Direct
- Send list to PAA and Fr. Walsh for acknowledgement notes on donations
Additional Responsibilities
Human Resources:
- Onboard new employees into Archdiocese and paychex system
- Teach new employees how to use their phones or clock to log in and out
- Track employee vacation
- Every other week submit payroll
- Update payroll onto parishsoft system
- Distribute payroll stubs
- Resolve clock and payroll issues
- Post required employee posters
- File all new employee personnel folder
- File all payroll submissions
- File quarterly payroll reports
- Annual preparation of payroll w2 and 1099 forms
- Communicate with Archdiocese benefit offices
OTHER
Rentals
- Weekly check over Skedda and church schedule to make sure both reflect activities in the church
- Add in new ministry room activity requests and update form site
- Maintain files of outside rental agreements
- Agreement information filed
- Payments and deposits tracking
- Insurance (Certificate of liability from Renters)
- Makes sure TPA is filed and current
- Maintains contract files for retained services (maintenance, phones, copiers, computers, software)
- Updates personnel scheduling needs to security and reception
- Manages reception and security
Building
- Maintenance contracts review
- Ongoing maintenance repairs
- Building drawings, certifications etc.
- Maintains IT for the church: Wifi, internet, hard and software
Donor Review
Maintaining registration files
Donation regularity
EZ donation strategies
Appeal updates
Job Type: Full-time
Pay: $60,000.00 – $90,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Physical Setting:
- Office
Schedule:
- Monday to Friday
COVID-19 considerations:
We conform to the latest directions of the CDC, local health directions and Archdiocese directions
Ability to commute/relocate:
- New York, NY 10019: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Financial planning & operations: 3 years (Required)
Work Location: One location