Director Finance and Administration

Director Finance and Administration

The Director Finance and Administration is accountable for the full range of parish administrative functions for the efficient and effective day-to-day operations management of the parish. Execute the vision of the Pastor and serves the needs of the parish through leadership styles and professional actions that comply with law and conform to Diocesan policies and procedures.

Principal Accountabilities:

• General Administration and Finance
• Prepare, manage, and implement the operating administrative budget according to Diocesan and Parish policies and timelines:
• Responsible for creating and submitting annual budget submissions in accordance with promulgated deadlines.
• Prepares and delivers monthly budget and variance reports to the Pastor and Finance Council.
• Guides employees and ministries through the budget preparation process.
• Presents new and/or updated budgets to the Pastor and Finance Council.
• Ensures budget compliance for all department heads.
• Directs the preparation and delivery of monthly departmental budget and variance reports to the Pastor.
• Annual asset inventory reviews; for the reporting of net assets.
• Demonstrates dynamic problem-solving skills through adaptable and flexible leadership. Clarifies supervisors' and directives, supervises and manages logistics, and clearly communicates resulting needs and barriers to success in a timely, professional manner.
• Communicates and cooperates with other parish and diocesan organizations.
• Foster mutually responsive relationships with parish staff and the parish community at large.
• Mitigates conflicts quickly and works with the Pastor to implement viable solutions.
• Works both independently and on teams on special non-recurring and ongoing projects as assigned.
• Ensure that within all parish departments, vendor applications comply with diocesan vendor requirements
• Train parish department leaders on the proper vetting, management, and documentation of vendors and contractors.
• Accountable for overseeing staff responsible for:
• Accurate posting and reporting of donations at the parishioner and church level.
• Overseeing all collection activities
• Management and maintenance of the parish database
• Management of e-giving platforms
• Learns from mistakes, demonstrates good judgement, and chooses effective leadership styles which foster camaraderie, respect, accountability, discipline, discipleship, healthy conflict management, and a can-do spirit in accordance with the Catholic faith.
• Other duties as assigned.
• Columbarium Governance
• Accountable for all columbarium rules and regulations
• Oversee the expansion of the columbarium and develop expansion proposals as needed
• Manage the sale of niches
• Oversee fund management
• Ensure proper record retention and maintenance
• Development, Stewardship and Outreach Accountability
• Supervisor of the Director of Development, Stewardship and Community Engagement
• Facilities Management Accountability
• Supervisor of the Facilities Manager.
• Human Resources (HR) and Payroll
• Responsible for maintaining a thorough and accurate knowledge of the Employee Handbook.
• Responsible for maintaining personal familiarity and proficiency with all expected HR functions for this position (dictated by the diocese).
• Responsible for the proper storage and management (physical and electronic) of all personnel files.
• Oversee the performance evaluation process:
• Conduct annual performance evaluations for all direct reports.
• Ensures the satisfactory completion of annual performance evaluations for all employees.
• Trains supervisors in the proper execution of performance evaluations.
• Maintains a record of all performance evaluations in personnel files.
• Help directors and managers in creating, reviewing, and updating all job descriptions:
• Ensure that every employee has a current, signed job description in their personnel file.
• Ensure job descriptions are reviewed annually.
• Coordinates with the diocesan HR department and hiring manager in crafting and posting job descriptions for all new positions the parish seeks to fill.
• Responsible for the timely and accurate completion of administrative deliverables to the diocese (new hire/onboarding forms, status change forms, termination forms, timecard approvals, etc.).
• Manages conflict and assists employees in finding HR-related resources.
• Coordinates the disciplinary process.
• Assists the Pastor in determining staffing needs.

Record Retention and Responsibilities:

• Oversee the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Securely maintains a current work process binder for each major area of responsibility.
• Secure and orderly storage of HR, volunteer, vendor, contractor, and contract records.
• Collection and presentation of applicable records in the event of an audit.
• Securely maintains an inventory of correspondence, especially if related to legal matters, requests, and policy or procedural changes.

Supervision Given and/or Received:

• Senior position:
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