Bookkeeper/Administrative Assistant

Purpose and Scope

The Bookkeeper & Parish Administrative Assistant supports the mission and daily operations of Ascension Roman Catholic Parish by providing accurate, confidential financial services and welcoming, dependable parish office assistance. The position follows applicable Diocese of Phoenix policies and procedures, supports the Pastor and parish staff, and helps parishioners, ministries, and visitors receive timely and courteous service.

Essential Responsibilities — Bookkeeping (approximately 16 hours/week)

• Maintain accurate accounting records, including routine transactions, general ledger entries, accounts payable, and properly documented receipts and deposits.

• Process invoices, verify coding and required approvals, and prepare payments for review and authorization in accordance with parish financial controls.

• Assist with bank, credit-card, and account reconciliations; ensure reconciliations and supporting records receive appropriate independent review.

• Prepare or assist with regular financial reports, budget-to-actual comparisons, and schedules for the Pastor, Finance Council, and Diocese as requested.

• Support annual budgeting, fiscal year-end closing, and requests for audit documentation and other financial reviews.

• Track designated or restricted funds and parish ministry accounts as applicable; maintain organized financial records and protect donor and employee information.

• Coordinate with diocesan finance personnel and use parish-approved accounting systems in accordance with applicable accounting standards and diocesan procedures.

Essential Responsibilities — Administrative Support (approximately 16 hours/week)

• Welcome parishioners and visitors; respond courteously to telephone calls, emails, and general inquiries; direct requests to the appropriate staff member.

• Assist with scheduling, office calendars, parish meetings, facility requests, appointments, and routine coordination of parish activities.

• Prepare correspondence, forms, notices, meeting materials, and other documents; assist with filing, data entry, and record organization.

• Support parish communications, including bulletin notices, parish announcements, and electronic messages, as assigned.

• Maintain parish contact information and office records in a confidential, accurate manner; assist with sacramental or other sensitive records only as authorized.

• Coordinate routine office supplies, mail, and administrative needs; provide practical assistance to parish staff, ministries, and volunteers.

Professional Expectations

• Communicate with kindness, discretion, and professionalism in a manner consistent with the Catholic mission of the parish.

• Manage time effectively, work independently, prioritize competing needs, and collaborate with parish and diocesan personnel.

• Observe confidentiality, financial safeguards, data protection requirements, and applicable parish and diocesan policies.

• Perform other related duties and special projects as reasonably assigned.

Knowledge, Skills, and Qualifications

• At least one year of experience in bookkeeping, accounting, or finance; parish or nonprofit experience is an advantage.

• Working knowledge of generally accepted accounting principles and sound financial controls; accounting education or equivalent practical experience preferred.

• Proficiency in Microsoft Excel and Word; ability to learn parish-approved accounting, office, and communication systems. Sage Intact experience is an advantage where applicable.

• Strong organizational, written communication, interpersonal, and customer-service skills; careful attention to detail and accuracy.

• Ability to maintain confidential information and exercise sound judgment with financial, personnel, and parish matters.

• Active, practicing Catholic in full communion with the Church is highly preferred.

Work Environment and Physical Requirements

Work is performed primarily in a professional parish office using computers, telephones, printers, and standard office equipment. The position is largely sedentary but may include filing, standing, bending, and moving ordinary office materials. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.