Administrative Assistant – Finance

SUMMARY

The Administrative Assistant (Financial Support) enhances parish operations by providing administrative and financial support to the Pastor, Business Manager, or Operations Manager. This position performs clerical and financial coordination duties, including preparing financial documentation, supporting payroll processes, and coordinating with Diocesan Shared Accounting Services (DSAS). Responsibilities vary based on parish size and structure.

• 1. Authenticity:
  Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.
• 2. Respect:
  Affirms each person’s God-given dignity and uniqueness.
• 3. Courage:
  Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
• 4. Commitment:
  Individually and collectively, we are steadfast to the team and its purpose.

The duties and functions outlined herein are representative of the types of tasks performed within this classification. They are not listed in any order of importance. The omission of specific duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this role. Other duties may be required and assigned.

• Provides administrative support to parish leadership, including scheduling, correspondence, and document preparation.
• Maintains organized records and filing systems for administrative and financial documentation.
• Assists with coordinating meetings, communications, and parish office operations.
• Responds to internal and external inquiries in a timely and professional manner.

• Coordinates communication with Diocesan Shared Accounting Services (DSAS) regarding financial documentation and processing.
• Assists with coding and organizing accounts payable documentation for submission.
• Prepares and submits weekly accounting packages to DSAS.
• Assists with preparing bank deposits and maintaining records of receipts.
• Assists in reviewing financial reports and identifies discrepancies for follow-up with appropriate parties.
• Assists with the preparation of the operating budget, as required.

• Assists in payroll coordination by reviewing timecards for completeness and submitting payroll information to centralized payroll services, as assigned, and under the direction of parish leadership.
• Assists with onboarding and offboarding processes and maintains related documentation in the HRIS system.
• Supports employee record maintenance and responds to routine payroll or HR-related questions, escalating as needed.
• Assists in ensuring compliance with diocesan background screening requirements.

• Performs additional duties and projects as assigned.
• Maintains confidentiality and handles sensitive information with discretion.
• Supports parish operations by assisting with administrative and financial processes as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

• High school diploma or equivalent required.
• Two (2) or more years of experience in an administrative, clerical, or financial support role preferred.
• Experience working with financial processes such as accounts payable, deposits, or payroll coordination preferred.
• Experience with office systems and technology, including Microsoft Office applications, required.
• Experience working in a parish, school,…