Accounting Associate - Part Time

JOB DESCRIPTION

The Accounting Associate is responsible for maintaining accurate and timely financial records for the parish in accordance with diocesan policies, established internal controls, and generally accepted accounting principles. This position supports the financial operations of the parish by processing financial transactions, maintaining accounting records, reconciling bank accounts, tracking income and expenses, and preparing financial reports.

The Accounting Associate works closely with the Director of Accounting, Pastor, and Chief Operating Officer and other designated parish personnel to ensure the responsible stewardship of parish funds and resources.

The position requires discretion, accuracy, integrity, confidentiality, and a commitment to supporting the mission and ministry of the Catholic Church. The person must be a practicing Roman Catholic. 

MINISTERIAL CHARACTER

As beloved sons and daughters of God, we, the parish of Saint William, are called to proclaim, by word and deed, the Gospel of Jesus Christ, crucified and risen.  By the guidance of the Holy Spirit and the grace of the Sacraments, we endeavor to lead all souls to heaven by fostering spiritual healing and equipping all people for the work of ministry.

We are a vibrant, growing parish seeking a full-time Accounting Bookkeeper who is a strong servant leader with the ability to work creatively in a fast-paced environment. The Accounting Bookkeeper will use this position to strengthen the parish’s financial accuracy and stability and become an effective member of the Saint William staff. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary responsibility is to pray 30 minutes per day. You are welcome to use our perpetual adoration chapel.

1. General Accounting and Bookkeeping

• Maintain accurate and complete financial records for parish operations.
• Record all income, expenses, deposits, and other financial transactions in the parish accounting system.
• Maintain and reconcile the general ledger and applicable subsidiary accounts.
• Ensure transactions are properly documented and coded to the appropriate accounts and departments.
• Maintain organized financial records, invoices, receipts, and supporting documentation.
• Assist with month-end and year-end financial closing procedures.
• Maintain records in accordance with diocesan accounting policies and applicable financial reporting requirements.

2. Accounts Payable

• Receive, review, and process vendor invoices for payment.
• Verify that invoices have appropriate approvals and supporting documentation.
• Prepare checks or electronic payments in accordance with parish procedures.
• Maintain vendor records and resolve invoice discrepancies.
• Monitor payment due dates and help ensure vendors are paid accurately and on time.
• Reconcile vendor statements and maintain accounts payable documentation.

3. Accounts Receivable and Parish Income

• Record parish income, including offertory collections, donations, fundraising proceeds, religious education fees, facility-use fees, and other receipts.
• Prepare and record bank deposits in accordance with established parish procedures.
• Reconcile recorded income with bank deposits and supporting documentation.
• Maintain accurate records of restricted and designated funds.
• Assist with tracking income and expenses for parish ministries, programs, and special collections.

4. Offertory Collections and Donations

• Assist with the accurate recording and reconciliation of weekly offertory collections.
• Maintain appropriate documentation for collection counts and deposits.
• Record individual contributions in the parish contribution-management system, as assigned.
• Assist with preparing annual charitable contribution statements for parishioners.
• Maintain confidentiality of donor information and contribution records.
• Follow parish and diocesan policies for handling, counting, recording, and depositing donations.

5. Bank and Credit Card Reconciliation

• Reconcile parish bank accounts on a monthly basis.
• Reconcile parish credit card accounts and review transactions for proper documentation and approval.
• Investigate and resolve discrepancies between accounting records and bank statements.
• Monitor outstanding checks, deposits in transit, and other reconciling items.
• Report unusual transactions or discrepancies promptly to the appropriate supervisor.

6. Payroll and Employee Records

• Assist with payroll processing and payroll-related recordkeeping.
• Verify payroll information and approved changes to employee compensation, as assigned.
• Coordinate with the parish's payroll provider to resolve payroll discrepancies.
• Maintain confidential payroll and personnel-related financial records.
• Assist with recording payroll expenses, payroll taxes, benefits, and related liabilities in the accounting system.
• Ensure payroll-related documentation is maintained in accordance with parish procedures.

7. Financial Reporting and Budget Support

• Prepare monthly financial reports for the Pastor and/or Parish Business Manager.
• Assist in preparing financial reports for the Parish Finance Council.
• Monitor actual income and expenses against the approved parish budget.
• Identify and communicate significant variances or unusual financial activity.
• Assist with annual budget preparation and year-end financial reporting.
• Provide financial information and supporting documentation for diocesan reporting and audits.

8. Compliance and Internal Controls

• Follow all applicable diocesan financial policies and parish accounting procedures.
• Maintain appropriate documentation for financial transactions.
• Protect parish financial records and confidential information.
• Assist with internal reviews, diocesan audits, and other financial examinations.
• Report suspected errors, irregularities, or unauthorized transactions to the appropriate supervisor.
• Support the implementation of appropriate financial controls, including approval procedures and separation of financial duties.

9. Administrative Support

• Maintain organized electronic and paper financial files.
• Respond to routine financial inquiries from authorized parish staff and vendors.
• Assist with financial information requests from diocesan offices.
• Maintain accounting records for designated parish ministries, schools, programs, or other parish activities, as applicable.
• Perform other related duties as assigned by the Pastor or Parish Business Manager.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• Bilingual (English and Spanish) required.
• High school diploma or equivalent required and some college coursework preferred
• Accounting, bookkeeping, or business-related coursework preferred.
• Two or more years of bookkeeping or accounting experience preferred.
• Experience working in a nonprofit, church, school, or religious organization is desirable.
• Experience with accounting software such as QuickBooks and computerized financial systems required or preferred, depending on parish needs.
• Experience with Paylocity or Bill.com preferred, but not required
• Must pass a criminal background check and complete Ethics and Integrity Training up receiving a job offer.

Technical Skills

• Proficiency in Microsoft Excel and other standard office applications.
• Ability to use accounting software to record transactions and prepare financial reports.
• Familiarity with bank reconciliations, accounts payable, general ledger accounting, and financial recordkeeping.
• Ability to maintain accurate records and meet deadlines.
• Familiarity with payroll systems and donor-management software is beneficial.

Professional Skills

• Strong attention to detail and organizational skills.
• High level of integrity, honesty, and financial accountability.
• Ability to maintain strict confidentiality.
• Strong communication and interpersonal skills.
• Ability to work independently and manage multiple responsibilities.
• Ability to identify discrepancies and resolve routine accounting issues.
• Commitment to serving the parish community and supporting the mission of the Catholic Church.

WORKING RELATIONSHIPS

The Accounting Associate works under the direction of the Director of Accounting, Pastor and Chief Operating Officer and collaborates with:

• Parish staff and ministry leaders.
• Parish Finance Council, as appropriate.
• Diocesan finance and administrative personnel.
• Vendors and service providers.
• Payroll and accounting service providers.
• Authorized parishioners and donors regarding contribution records.

CONFIDENTIALITY

The Bookkeeper has access to confidential financial, payroll, personnel, donor, and parishioner information. The employee is expected to maintain strict confidentiality, protect sensitive records, and disclose information only to individuals authorized to receive it.

WORK ENVIRONMENT

· Employees of Saint William are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the Church.

· Saint William is an at-will employer.

· All buildings and vehicles owned by Saint William are tobacco free.

· Working in a fast-paced environment with priorities and plans that may change rapidly.

· Working on weekends, evenings, and some holidays may be required.

· Will be exposed to religious ceremonies, conduct, and speech, including Catholic Christian prayer and liturgical celebrations.

· Will be required to adhere to dress codes and conduct standards, including but not limited to EIM standards of conduct in the workplace and outside of the workplace.

· May be required to use personal vehicles to drive to other parishes or other off-site locations.

· Traveling within and outside the parish to meetings and other events may be required.

· Will be required to conform personal and professional activities to be consistent with and supportive of the mission, purpose, and moral teachings of the Roman Catholic Church.