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Financial Administration:

• Accounts Payable and Receivable

• Sends check requests to StL Arch accountant; oversees this process

• Banking: collects, calculates and deposits all monies in a timely manner

• Deposits money from candles and orders all candles for church and chapel

• Contributions: order, prepare, and help track security bags for collections

• Posts contributions from the weekend collections and attends to all other contributions to submit to proper account

• Online Giving: (WeShare) configure and merge online monies to the family contribution statements

• Submits report to bulletin editor for regular contributions and online giving

• Prepares end of the year contribution reports when requested by parishioners

• Maintains and submits file for distribution of family contribution envelopes

• Tuition/Before and After School Care (BASC)/fees: work with principal, shared accountant and families to charge, collect and monitor all aspects

• Tracks the sign/in out of all credit cards and submits signed receipts to the shared accounting office for reconciliation

• Money Counters: ensures counters have the supplies they need; prepare coffee if needed

• Online Giving - WeShare - configure and merge the online monies to the family contribution statements

• Return deposit check if all is good and deposit rent check when rental is over

• Assists shared accounting office in tax matters

• Tithing: ensure security bags are ready, documented and in place for all weekend collections

 

 

Data Entry and Recording Keeping

• Parish Registrations: enter family information into Servant Keeper database and ensure families are receiving envelopes or signed up for online giving at their request

• Servant Keeper: enter all contributions and create/distribute end of the year contribution statements; update all parishioner records, especially after births, marriages, and deaths

• Parish Helper On Line (PHOL): uses this sacramental database to record and track all sacraments; provides certificates for sacraments

• Maintains parishioner counts, types of households, etc. to also include in this report

• Schedules Mass Intentions; gives Mass Intention offerings to Pastor for his recording

• Assists in scheduling all events of the parish and school on paper and internal Google calendar

• Updates all records with OSV correction report every two months

• Archiving: maintain all paper and online files in accordance with the Archdiocesan guidelines

• St. Louis Review: work w StL Arch Review Office to ensure everyone who wants the paper gets it and that records are accurate

• Status Animarum: ensures all information is accurate in sacramental books and that it also compares to the information entered in the Parish Helper On Line (PHOL)

 

Human Resources

• Supervises employees of parish office

• Creates and maintains employee files and payroll information

• Assists employees with information on insurance, retirement, changes, etc.

• Labor Laws

• Ensure proper labor law posters are current and in place at all times

• Open Enrollment: distribute information to employees regarding this and follows up

• Schedules wellness clinics including flu shot clinic in the fall

• Wellness: works with employees and staff in sharing correspondence from the wellness office of the archdiocese.

• Payroll: acquires all necessary information and makes employee file

• Prepares time cards to compare to employees and their position

• Check timecards for accuracy, add holiday/sick pay, calculates total hours, and acquires signatures from proper authorities; then sub then submits to shared accounting office; tracks leave accruals and usage

• Print, have signed, and distribute payroll on correct date

• Keep current all tax forms in employee files

• Make sure all necessary vendors/people fill out W-9 or proper forms

 

Secretarial Duties

• Familiarity with Word, Excel, Gmail, Google Docs and QuickBooks is very desirable

• Answer phone and door during business hours (8:00 am to 4:00 pm (1/2 hour for lunch at discretion of manager)

• Receives calls and handles situation or transfer to proper person to assist caller Upkeep current phone recordings and numbers

• Work with phone company with any problems or updates

• Monitors parish email box and emails in FastDirect and handle or forward as appropriate

• Sorts and distributes mail and packages; prepare outgoing mail

• Orders hosts and wine for Masses at direction of pastor; tracks and orders all supplies for the parish office, etc. ; keys: organizes and checks in/out keys

• Picnic: assist in all areas of need

• Rental of cafeteria: work with pastor, parishioners in scheduling

• Ensure anyone necessary has tax exemption letter

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