Employment

St. Ann Catholic Church, located in West Palm Beach, FL is searching for a part time Bookkeeper.

The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese also offers a 403(b)-retirement plan to all employees.  Information on our retirement program can be found here.

Essential Duties and Responsibilities

The applicant must have a solid background in general business office operations and specifically, in accounting, generally accepted accounting principles, and comprehensive financial reporting.  The position will be responsible for the preparation of monthly financial statements with comparison to budget and prior year results in accordance with Diocesan Policies and Procedures.  The Bookkeeper provides day-to-day financial support services including accounts payable, credit card processing, payroll processing, cash receipts deposits, bank reconciliations and all general ledger account reconciliations.  The position is also responsible for maintaining parishioner tithing records and providing occasional general office support.  Maintains employee personnel records and financial records.  The applicant needs to be an effective communicator and be able to provide specific operational and financial information and work in collaboration with the Pastor on coordinating payroll and employee benefit plans. 

Financial Tasks

• Provide accurate and timely bookkeeping, payroll and financial reporting for the entity utilizing the chart of accounts and standardized reporting formats
• Prepare journal entries and maintain general ledger accounts in compliance with Diocese of Palm Beach policies
• Record all bank deposits for offertory in compliance with Diocesan procedures and other items especially donations/contributions as needed and monthly bank reconciliations on all bank accounts in Sage 50 Accounting system according to Diocese of Palm Beach policies and Pastor’s direction:
• Offertory – Offertory, 2nd Collection, credit card receipts and all collections at masses
• Miscellaneous – Stole Fee, Religious Education, Adult Ed, Vigil Candles, Altar Flowers, etc.
• Mass Offerings – Mass Offerings and Novenas
• Youth Ministry – Youth Ministry fundraisers
• Process credit card payments for donations and other appropriate receipts
• Maintains all posting of offertory accounts in the Parish Data System (PDS) system and proper balancing to offertory tally sheet reports and prepare yearly End of Year Donor Tax Reports for parishioners
• Prepares thank you and acknowledgement letters for offertory donations over $250
• Verify and pay invoices in a timely manner.  Prepare checks for bills, Diocesan second collections, reimbursements, loans, savings, benefits (health & pension) etc in Sage 50 including all auxiliary accounts in detail (ie: CCW,etc.)
• Collect W9’s and Certificates of Insurance per DOPB policies
• Coordinate all payroll preparation and processing per Diocese Policy on Payroll with submission of appropriate reports to the DOPB payroll, Pastor and records for attachments to appropriate journal entry
• Ensure compliance with all State and government filings, which includes the following but is not limited to complete and accurate annual 1099, W-2, W2G/945 filing and I-9 filing while maintaining complete documentation of all efforts that can be readily assessed and viewed by other staff according to DOPB policies and procedures as well
• Provide accurate and timely reporting on the financial activity of individual projects and any requested Pastor worksheets
• Be aware of all leases, contracts and other financial commitments and account according to policies and procedures
• Document and maintain complete and accurate supporting information for all financial transactions
• Assist the Pastor on a regular basis regarding business decisions and keeping him updated on all accounts and areas of interest and/or concern
• Prepare and submit timely financial statements for Pastor, Parish Finance Council and Diocese as required along with other supporting reports and schedules as needed, including all balance sheet schedules for verification of balances
• Assist Pastor and Finance Council in preparation of annual operating budget and maintain budget in Sage 50 to produce actual vs. budget reports.  Explain significant variances as necessary
• Maintain parish financial files as required by the Pastor and/or DOPB policy & procedures and general accounting and retention practices
• Maintain petty cash accounts as necessary
• Process Capital Campaigns and Expenditures per Diocesan Policy and Procedures
• Submits required DSA transmittal reports to the Diocese and reviews monthly DSA reports
• Attend Finance Council and other committee meetings appropriate to the position as well as Diocesan bookkeepers and benefits meetings
• Prepares Annual Parish Finance report to Bishop in collaboration with the Pastor and Finance Council along with Parish distribution of financial results per DOPB policy
• Prepare all supporting information for the triennial agreed upon procedures program and liaise with the Pastor and the external auditors as necessary
• Maintain good working relations with Diocesan offices, Annual Bishop’s Appeal, Finance and Administration.
• Maintain absolute confidentiality about parishioners, parish finances, activities in or about the parish, priest(s) & personnel, and others associated with the operation of the parish.
• This is a sampling of duties.  Other tasks, responsibilities and duties may be assigned as needed

Employee Benefits Tasks

• Maintains records of employee benefits and personnel records.
• Keeps abreast of any change or updates in the Diocesan regulated benefit packages and, under the direction of the Pastor, communicates changes to affected employees.
• Assist all new and existing employees with Human Resource inquires.
• Prepares and forwards all required Employee Benefits forms to the Diocese of Palm Beach for existing and new personnel.
• Responsible for maintaining accurate employee records such as vacation, sick time, medical leave, pension, personal leave, evaluations, timesheets, salary changes, corrective actions,etc.
• Maintain tracking of employee vacation and sick time.
• Maintain and update employee job descriptions and keep signed copy in employee files.
• Maintain absolute confidentiality about employees, volunteers file contents.

Qualifications:

• This position requires on-site presence and is not a remote role.
• Minimum of Bachelor’s Degree in Accounting preferred.  However, some college or post high school vocational tech school credits in accounting with equivalent business experience acceptable.
• 3 + years of accounting including accounts payable, payroll, general journal entries, general ledger analysis, and financial statement comparative reporting and budgeting.
• Bilingual a plus (ability to read, write, speak, and translate English/Spanish)
• Proficiency in MS Office Suite, including Word, Excel, Outlook and Internet, as well as accounting applications and other custom church software.
• Ability to use various office machines, such as copier, fax machine, postage meter, phone meter, phones, etc.
• Ability to organize and coordinate workflow.
• Ability to communicate verbally and in writing.
• Ability to meet deadlines.
• Ability to maintain confidentiality.
• Ability to relate to a variety of persons and work as a team member.
• Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality.
• Experience in helping to organize and manage the workflow of a busy office preferred.

Physical Requirements

• Occasional light lifting and carrying of under 15 pounds
• Occasional moderate carrying and lifting of 15 – 44 pounds
• Frequent use both hands and fingers (i.e. typing)
• Frequent extended periods of sitting
• Occasional periods of standing, kneeling and climbing
• Occasional ability of minimal hearing (i.e. loud noises, sirens) and routine hearing (i.e. listening to others in conversation)
• Occasional time spent working closely with others

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

To apply, download and complete the Employment Application and submit along with your resume, salary requirements and list of references to the attention of Yvonne Ojo, Recruitment and Compliance Assistant at employment@diocesepb.org.