Business Coordinator

Job Description

St. James Catholic Church and School, in North Miami, Florida, is hiring a full-time Parish and School Business Coordinator, a key person on the parish and school administration team who reports directly to the Pastor, with a functional reporting relationship to the school principal. This person is responsible for supporting the Pastor in coordinating the financial, facilities management and basic human resources operations of the parish and school. The coordinator assists the pastor with the stewardship of the physical, financial and personnel resources for the parish. Primary areas of responsibility include but are not limited to office management, human resources, and basic accounting. The Parish and Business Coordinator performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.

Essential Functions include:
Coordinates the financial, facilities management and basic human resources operations of the parish and school under the direction of the pastor; works with Accountant to process payroll.

Accounting and Finance:
Coordinates financial and budget activities to fund operations and increase efficiency; Sets up accounting infrastructure such as cash accounts, payroll, vendors, and bank reconciliation.
Implements internal controls, policies and procedures and forms and trains staff and others on policies, procedures, and the proper completion of forms.
Works in consultation with the Pastor, Principal, Finance Committee, School Advisory Board and the Parish Council.
Assists in the timely preparation of budgets, annual reports, interim reports, general ledgers and monthly reports (balance sheets and statements) and provides reports to pastor, principal and Finance Council.
Serves as staff liaison to Finance Committee and School Advisory Board.
Oversees Accounts Payables and Receivable functions according to archdiocesan financial guidelines as well as parish procedures.

Accounts Payable:
Handles checks returned/rejected for various reasons; communicates with parishioners to determine necessary actions to take.
Processes all parish Accounts Payables.

Accounts Receivable:
Manages, monitors, processes and maintains accurate records of offertory collections.
Processes, makes deposits, and records miscellaneous checks received.
Processes all parish Account Receivables.
Implements internal controls, particularly to ensure segregation of payable and receivable tasks.
Works with team member in charge of ABCD and fundraisers to ensure proper and accurate recording of income.
Manages, monitors, processes and maintains accurate records of offertory collections.
Processes, makes deposits, and records miscellaneous checks received.
Processes all parish Account Receivables.
Implements internal controls, particularly to ensure segregation of payable and receivable tasks.
Works with team member in charge of ABCD and fundraisers to ensure proper and accurate recording of income.
Supports the management of parish operational and financial records. Ensures that all taxes are paid in accordance with federal, state and local regulations.
Liaises with external accounting firm to ensure that tasks contracted to external accountants are prompt and accurate.
Works with Archdiocesan Office of Finance to ensure that appropriate documentation is maintained in payroll and accounting files. Secures and maintains financial records according to federal, state, and any other applicable regulations.
Ensures that the weekly offertory is counted and deposited accurately.
Learns and implements updated archdiocesan financial policies and practices regarding handling and transfer of funds; complies with security measures and ensures that confidential data is protected.
Facilitates Archdiocese of Miami auditing process, including preparation of necessary records and reports.
Negotiates contracts with vendors and third-party service providers.
Supervises and controls inventory of parish and school materials, supplies, and services; Ensures that items are ordered proactively - anticipating needs while exercising cost consciousness.

Human Resources and Payroll:
Processes payroll using the electronic system utilized by the Archdiocese of Miami; Ensures accurate timekeeping and recording of hours worked for, benefit reporting, and Fair Labor Standards Act compliance.
Researches and reports on any payroll questions; responds to employee questions regarding payroll problems/inquiries.
Reviews all payroll changes and reviews pre-process register prior to processing.
Prepares 1099s and W-2s (mapping).
Liaises with the Office of Human Resources regarding the administration of salaries and benefits for non-instructional personnel in parish and school. Liaises with the Office of Catholic Schools for faculty salaries and teacher and educational administrator contracts.
Liaises with the Office of Human Resources and Health Plan/Benefits for educating and informing employees on benefits. Assists with annual enrollment and changes in benefits. Reconciles BenefitSolver bill with employee activity to ensure accuracy of billing and to avoid paying for terminated employees.
Processes new hires and clergy transfers into payroll, Health Plan and other benefits.
Liaises with Office of Human Resources to process and track FMLA, absences, on-the-job injuries and Workers Comp, and 403(b) and pension/cash balance retirement benefits.
Works with Archdiocesan Office of Human Resources to ensure that appropriate documentation is maintained in payroll, accounting and personnel files. Secures and maintains personnel and financial records according to federal, state, and any other applicable regulations.
Implements personnel policies in accordance to the ADOM guidelines regarding hiring and termination, job descriptions, personnel evaluations, etc.
Attends training webinars and updates from the Finance Office, Office of Human Resources and Office of Catholic Schools.
Evaluates support staff through yearly performance reviews.
Oversees implementation of guidelines and policies for volunteers.

Office/Parish Management:
The Coordinator is responsible for overall office operations.
Supports bookkeeping with materials management and purchasing.
Ensures correct employee timekeeping and appropriate coverage of Parish Office.
Oversees and administers Parish calendar.
Serves as liaison between the Pastor and all parish ministries to coordinate administrative issues.
Responsible for media relations; Assists Pastor with news and press releases, as well as dissemination of information related to events and activities promoted by the parish.
Oversees and provides support and resources for the maintenance of all parish and school facilities.
Monitors, implements, and tests emergency backup plans and procedures, working with Pastor and principal to ensure that systems are functional in the event of interruption.
Prepares written and oral reports for use by the Pastor.
Builds and maintains good working relationships with other Archdiocesan entities. Seeks opportunities to learn about best practices on parish office management, and collaboration.
Learns basic terminology of Catholic Church and ministries of Archdiocese of Miami to effectively relay messages and policies.

Qualifications:
Minimum: Bachelor degree in Management, Business or Public Administration, Accounting or related field, with three (3) years of professional-level experience.
Preferred: Bachelor degree in Management, Business or Public Administration, Accounting or related field, with five (5) years of combined experience in management, finance, and facilities operations; non-profit preferred.
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources, and coordination of people and resources.
Knowledge of facilities management and building services.
Familiarity with knowledge of GAAP and accounting practices.
Knowledge of modern office procedures and practices, including record keeping and data security methods and techniques.
Knowledge of principles and practices on non-profit accounting a plus.
Knowledge of accounts receivable and general ledger.
Ability to maintain a high level of accuracy in preparing and entering financial information.
Ability to maintain confidentiality concerning financial and contributors' files.
Knowledge of contract negotiation and RFPs is helpful.
Skilled in personnel administration; knowledge of human resources policies and practices.
Must be dependable and reliable.
Skills in implementing action plans.
Knowledge of and skilled in communications methodologies and strategies.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Good time management, including ability to manage several projects at the same time.
Good computer literacy, including ability to navigate online applications and search engines effectively.
Proficiency in MS Outlook, Word, Excel and PowerPoint are required.
Good oral and written English-language communication skills, including clear speaking voice.
Good Creole-language communication skills required.
Good Spanish-language spoken communication skills a plus.
Knowledge of basic tenets of Catholic Church and parish structure; experience in a Roman Catholic environment a plus.
Must be supportive of the mission and tenets of the Roman Catholic Church.
Must have a professional demeanor.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.