OUR LADY OF THE LAKE PARISH

LEOMINSTER, MASSACHUSETTS

Job Description

Job Title: Parish Operations Minister FLSA: Exempt: 40 hours

Reports to: Pastor Date: TBD

Direct Reports: Pastoral Minister, Religious Education Director, Administrative Assistant, Outreach Minister, Facility Manager and Director of Music

Primary Objective:

To conduct the day to day operations of the parish in a professional, efficient and organized manner, in order to relieve the pastor of as much administrative detail as possible. Pastoral and spiritual needs remain the responsibility of the Pastor.

General Responsibilities: Employment in and by the Church is substantially different from secular employment. Business affairs must be conducted in a manner which is consistent with and supportive of the mission and purpose of the Church.

Major Areas of Responsibility:

Financial Responsibilities:

• Maintain accuracy of all financial files, records, and establish a responsible cash flow management system, which includes maintaining accounts receivable and accounts payable.
• Monitors collection, counting, recording & depositing of parish revenue from all sources.
• Provide and maintain information for payroll processing, which includes insurance and benefits.
• Responsible for all monthly, quarterly & yearly State and Federal tax reports.
• Responsible for all annual Diocesan reports.
• Schedule vendors’ payments to obtain purchase discounts.
• Prepares, administers & reviews the budget process in collaboration with the Pastor & the Finance Committee.
• Serves as a resource to parish organizations in financial matters, from planning to auditing.
• Serves as a parish contact with financial institutions and the Diocese.
• Coordinate parish liability and property insurance, and workman’s compensation with the Diocesan general insurance program.
• Administration of parish fundraising/development programs (sacrificial giving, capital funds, savings, memorial funds, etc.).
• Responsible for the Diocesan Partners in Charity collection.
• Management of parish documents (financial and sacramental).
• Negotiate with vendors to get the best prices for all parish supplies.
• Responsible for Central Ordering for the Annual Bazaar.
• Ensure the parish remains in compliance with Federal and State tax laws.
• Review the bank statements and cancelled checks of parish organizations prior to releasing them to the organizations’ treasurer.
• Coordinate the fund raising efforts of the parish organizations to prevent duplication of effort and to ensure compliance with legal insurance requirements.

Human Resources/Administrative Responsibilities:

• Assist the pastor in recruiting, hiring, and dismissing employees.
• Review staffing needs and make appropriate recommendations.
• Provide support to the staff. Help the staff to use and enhance each other’s talents.
• Coordinate with the pastor in preparing annual staff performance evaluations.
• Supervise staff as designated by the pastor.
• Facilitate, upon request, personnel conflicts between staff members.
• Administers parish salary and benefit policies as directed by the Pastor and Finance Committee.
• Supervises the maintaining of parish membership and sacramental records.
• Attends staff meetings, Finance Committee Meetings, Parish Council Meetings and any other meetings as directed by the Pastor.
• Gains an overall understanding of the Parish Soft Operating System.
• Answers/assist staff with computer questions/problems.
• Co-ordinate with the computer consultant the maintenance of the technology system.
• Represent Staff at annual Bazaar Meetings.

• Prepare, with the Pastor, the agenda for parish staff meetings and provide minutes from the meetings.
• Work with the Website Manager to maintain and enhance the parish website.
• Explore and provide opportunities for staff enrichment and development.

• Work with Pastor to integrate the spirituality of stewardship into all areas of parish life.
• Oversees the acquisition of local permits.

Facilities Management Responsibilities:

• Supervise the Facility Manager and manage any major repairs.
• Negotiate and oversee performance of service and supply contracts for office equipment, building operations, capital improvements, maintenance, repairs and security.
• Oversee needs that arise concerning the property.
• In conjunction with the Facility Manager, conduct an ongoing inspection of parish grounds and buildings, to ensure that the property is maintained in a safe and aesthetic manner.
• Oversees parish security.
• Ensures that the church is appropriately prepared for the liturgical seasons.

Other Responsibilities:

• Responsible for covering for the Administrative Assistant in his/her absence.
• Perform any other duties as directed by the Pastor.
• Work evenings or weekends when required.

Qualifications:

• Bachelor’s Degree in Business Administration, Finance or Accounting required or similar experience.
• Computer literate (familiar with Accounting software, Quickbooks, Excel and Word. Also willing to gain a knowledge and understanding of Parish Soft.
• Accounting skills
• Collaborative work style
• Ability to make decisions and maintain confidentiality
• Strong business background
• Supervisory experience preferred
• Knowledge, understanding and respect of the Catholic Church and its mission required
• Knowledge of and commitment to the spirituality of steward and tithing preferred.

Skills Set:

• Excellent inter-personal skills including listening, coaching and nurturing, up, down and across the organization.
• Good organizational skills with the ability to multi-task and meet deadlines.
• Able to provide professional direction and leadership.
• Be self-motivated, willing to take direction and work without supervision.

• Able to work under pressure and with many interruptions.

• Be honest, trustworthy and confidential in all areas.
• Project a personal lifestyle with Christian values.
• Bring a Pastoral approach to decision making.

Physical Demands:

• Work 40 or more hours per week
• Able to sit for long periods of time
• Able to work computer keyboards and operate office equipment
• Able to hear and respond to telephone calls
• Able to do repetitive motions
• Lift normal small office equipment and materials
• Go up and down stairs