Business Administrator Job at Archdiocese of Saint Paul Minneapolis
Published
December 21, 2022
Location
Norwood Young America, MN, Minnesota
Category
Administration
Job Type
Full-time
Organizational Name
Church of the Ascension & St. Bernard
Organizational City
Norwood Young America & Cologne
Position Contact Name
Sherry Witte
Position Contact Title
Business Administrator
Position Contact Email
busadmin@ascensionnya.org
DESCRIPTION
Church of the Ascension, Norwood Young America, MN and St. Bernard, Cologne
POSITION DESCRIPTION
Title: Parish Business Administrator
Reports to: Pastor
Direct Reports: Under the direction of the pastor, responsible for supervision of all staff.
FLSA: Exempt, executive test
Hours: FULL TIME
Schedule: Primarily Monday- Friday
Schedule varies, some evenings required and weekend time may be necessary
Benefits eligible: Yes
Last revision: January 6, 2021
Job Purpose: Support the ministry of the pastor and parish by overseeing the administration of the parish to ensure its congruency with the parish’s mission and the pastor’s stated intentions. Oversees the financial processes of the parish, manages parish property, and manages office and employment procedures of the parish in a manner that supports the work of the pastor and enables all parish ministries to function effectively. Assure a responsive administrative liaison between pastor and all staff.
Statement on Working for the Catholic Church: Employment in and by the Catholic Church is substantially different from secular employment. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their behavior must not violate the faith, morals or laws of the Church or the Archdiocese of Saint Paul and Minneapolis, such that it can embarrass the Church or give rise to scandal. It is required that this employee be a Catholic.
Representative Responsibilities
Note: The following responsibilities, 1 through 5, are essential functions.
- Relationship with Pastor
- Recognizes and respects the ultimate authority of the pastor who delegates and encourages independent decision-making and action when appropriate.
- Reports directly to the Pastor on a regular basis regarding parish ministries, operations and mission effectiveness.
- Maintain a high level of confidentiality.
- Provides advice, feedback and support to the pastor; acts as a resource on matters relating to parish operations.
- Assists in maintaining strong memberships on councils.
- Develops and evaluates goals for the parish in cooperation with the pastor and the finance and parish pastoral councils.
- Carries out special projects and other assignments as requested by the pastor.
- Management Functions
- Supervises staff as outlined above. Assists them in developing annual performance goals, objectives, and action plans; assists them in understanding and following pastor’s intentions in carrying out the mission of the parish.
- Works with ministry department leaders (faith formation, liturgy & music, etc.) to promote team leadership.
- Aims to create a positive and productive work environment by providing support, encouragement and recognition to parish employees and volunteers.
- Develops a sound salary and benefits program for all personnel.
- Ensures compliance with parish personnel policies and procedures and compliance with all federal and state employment laws including FMLA as well as with Archdiocesan personnel policies.
- Monitor paid time off for all employees including vacation, sick leave and personal time off.
- Develops and implements safety and security policies.
- Works with Independent Contractors to negotiate contract and insure that all and in compliance with Catholic Mutual.
- Ensure proper job descriptions for all employees and key volunteers.
- Conducts annual performance evaluations with supervised staff and oversees review process for all employees. Determines staff compensation in consultation with pastor.
- Recruits, interviews, and hires personnel under the direction of the pastor; may discipline and/or terminate any staff members under the direction of the pastor and in consultation with other resources. Acts as a resource to all staff in area of human resources, including personnel planning, recruitment, hiring, discipline, and termination. Maintains personnel files for all employees and the personnel handbook.
- Oversees and participates in all long range planning for the parish.
- Implement approved financial controls.
- Finance Functions
- Assists the pastor in overseeing all financial aspects of the parish including financial planning, investment strategies, banking relationships, budgeting, insurance and risk management, and stewardship. Works closely with the Administrative Assistant/Bookkeeper at both parishes to review monthly financial statements and designated account reconciliations.
- Oversees the daily financial activities of the parish which includes accurate accounting, internal financial controls, purchasing, business planning and management, and reporting systems for all parish financial matters under the rules of an accrual based accounting system.
- Oversees the annual budgeting process for the parish and works with the pastor and finance and parish pastoral councils to ensure compliance with the approved budget and its conformity with the mission of the parish. Implement any initiatives developed during pastoral planning.
- Provides timely, accurate monthly reports to the finance council. Provides Quarterly parish financial reports to parishioners.
- Overall responsibility for the budget and to create a process that ensures that each staff member understands their role and responsibility as it pertains to the budget.
- Oversees the Archdiocesan insurance program for the parish. Note: Administrative Assistant/Bookkeeper is responsible for maintaining files and for submitting documentation.
- Oversees all data collection, computer systems, and software programs currently in place and makes improvements when necessary or appropriate.
- Implements a parish-wide purchasing program that encourages sound purchasing practices and supports adherence to approved budgets.
- Oversees the collection, counting, recording and depositing of revenue from all sources: fundraising events, pledge drives, appeals, and any other sources.
- Ensures compliance with Archdiocesan policies, procedures, and requirements related to finances.
- Human Resource Responsibilities
- Implements and ensures compliance with parish personnel policies and develops hiring and termination procedures, job descriptions, personnel evaluation procedures, employee payroll and benefits administration, and Equal Employment Opportunities reports for all employees in compliance with diocesan policy.
- Prepares payroll time forms, submits semi-monthly payroll and ensures accuracy of employee submitted time reports.
- Works with the pastor and finance council in determining staff compensation.
- Under direction of the pastor, assists in recruiting and hiring personnel; may discipline and/or terminate any staff member under the direction of the pastor and in consulation with other resources. Acts as a resource to all staff in the area of human resources. Maintains files for all employees.
- Stewardship
- Develops (along with the Stewardship Committee) and assists the pastor with stewardship awareness and efforts to provide for the financial needs of the parish.
- Works as liaison to the Stewardship Committee and implements best practices of Stewardship within the parish.
- Parish and Community Functions
- Facilitates staff meetings; attends finance council and parish pastoral council meetings and other commission or committee meetings as needed or requested by the pastor.
- Works with the Finance Council Chairperson to create agendas for the monthly meetings.
- Actively participates in parish and staff activities as appropriate and in professional enrichment and continuing education programs including Archdiocesan training and seminars.
- Promotes and maintains a respectful and effective working relationship with Archdiocesan officials and staff in order to provide a meaningful liaison with the Archdiocesan Church and its initiatives.
- Represents parish in local and civic forums as needed or appropriate to ensure that parish interests are considered in municipal decision-making.
- Addresses parishioner concerns on a timely and professional manner.
- Facilities/Cemetery
- Oversees maintenance of physical plant and grounds, including parish cemetery, ensuring compliance with applicable codes and regulations.
- Works with cemetery committee to ensure effective operation and maintenance of parish cemetery.
- Responsible for the upkeep and maintenance of all parish properties as well as the long range planning for these properties.
- Required Meetings:
- Finance Council Meetings:
St. Bernard Church: 3rd Monday of every month at 7PM
Church of the Ascension: 3rd Tues of every month at 4PM
- Stewardship Meetings – as scheduled
- Cemetery Board Meetings – 2 to 3 times a year as scheduled
- Building and Grounds Meetings – as scheduled
- To be present where needed, ready to work as needed to meet responsibilities. Includes recognizing when situations require more effort, satisfying responsibilities in a timely manner, providing an example of punctuality and attendance, and generally ensuring all is ready and taken care of.
- Organize, prepare and maintain files and information. Gather information from fax, email and other sources, ensure all information has been received, follow up as necessary, organize reports and make them available for convenient reference, maintain for the designated time, discard at designated time.
- Maintain and improve work knowledge and skills such as understanding requirements and work procedures, purpose of work completed, computer use and general building management.
- Meet all communication requirements including interpersonal skills with parish visitors, guests, and parishioners. Includes keeping superiors and appropriate others informed.
- Help create a productive environment where there is harmony, good morale, and cooperative teamwork. Monitor self-productivity and take corrective action as appropriate.
Other Responsibilities: includes other responsibilities identified as needed by the employee and approved and/or assigned by pastor.
The responsibilities listed above are representative of the job and are not inclusive. Those preceded by an asterisk (*) are essential job functions.
QUALIFICATIONS
Qualifications & Requirements of Position
Title: Parish Business Administrator
Qualifications
Demonstrate understanding and acceptance of Catholic doctrine.
- BA or equivalent work experience including budgeting and supervisory experience. OMIT: masters preferred.
- Prior experience in parish administration preferred.
- Understanding of Archdiocesan policies regarding personnel, financial controls, insurance requirements, and reporting desired.
- Experience working in a similar environment
- Ability to satisfactorily pass a criminal background check and an acceptable credit report and meet VIRTUS requirements.
Requirements of Position
- Demonstrates affective maturity
- Dependable and punctual
- Able to develop and maintain a productive working relationship with pastor
- Demonstrated ability to work well with others
- Understand the parish culture and adjust actions to fit that culture
- Enthusiastic, self-motivated and able to work alone without supervision, obtaining direction when needed
- Confidentiality, integrity, and honesty
- Ability to work under pressure and with constant interruptions
- Demonstrated skills and interest in this type of work
- High level of organizational skills
- Strong communication skills
- Email/internet literacy
- Ability to follow all guidelines of the parish Personnel Policy Handbook
- Math and statistical skills, especially as related to understanding requirements, operating equipment, and preparing reports
- Plan for and implement multiple concurrent tasks
- Ability to plan, organize and meet deadlines
- Ability to be pleasant and service-oriented even when exposed to negative influences
- Keeping supervisor and others informed
- Maintaining a positive and helpful attitude at all times, even during difficult times
- Lift and move using proper techniques up to 25 pounds
- Maintain a sitting position for long periods of time
- Able to operate keyboard in a safe and proficient manner
APPLICATION INSTRUCTIONS
Interested candidates should email their cover letter, including salary requirements, and resume to: busadmin@ascensionnya.org or busadmin@st-bernard-cologne.org
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