Office Administration and Finance

The Human Resources Office receives job openings from within the boundaries of the Diocese of San Jose, and open positions are frequently updated on this page. Persons wishing to be considered for these positions should follow the application instructions in the job posting. The hours of the Human Resources Office are: 8:30 AM – 12:00 PM and 1:00 PM – 5:00 PM, Monday through Friday. Please email the Human Resources Representative at jobs@dsj.org or call at (408) 983-0149 for more questions or appointment schedule.

Parish Openings

View full details of each job opening by clicking on the job title below.

Business Manager-St. Catherine of Alexandria Catholic Church, Morgan Hill, CA

POSITION SUMMARY 

 The Parish Business Manager assists the Pastor in administration and management of daily operations of the parish. This position will act at the “point person” for inquiries on parish business, making appropriate referrals as needed. This position primarily describes the assistance the Parish Business Manager provides to the Pastor for the coordination of parish administration and day-to-day operations at the rectory office of St. Catherine Parish. The Parish Business Manager helps to coordinate the work of the parish and its members by written, verbal, and electronic correspondence.

DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

Administration:

  • Performs administrative duties for the pastor and other designated staff.
  • Oversees the operations of St. Catherine’s parish office as directed by the Pastor. .
  • Responsible for performance management of staff.
  • Performs the assigned functions and tasks as indicated in the established accounting collection procedures.
  • Works with the Parish Finance/Accounting in developing and controlling office budget.
  • Administers all benefits programs in conjunction with the Diocese’s Risk and Benefits Department
  • Oversees the background check process and database of parish new hires and all parish volunteers.
  • Responsible for the role of HR Partner by location to oversee Workday transactions
  • Oversees and manages the maintenance and repairs of parish office equipment and fixtures.
  • Serves as St. Catherine’s representative and liaison on parish events and programs.
  • Workday HR Partner
  • Provide administrative and fiscal support
  • ADA, capital campaigns, special projects
  • Fundraiser
  • Fall Fun Fest, Golf Classic, Annual Sweepstakes, Crab Cioppino, July 4th Refreshment Stand
  • Act as staff liaison to parish groups as appointed;
  • Coordinate Sunday hospitality
  • Manage the Master Plan Process as directed by the Pastor
  • Supervise management of physical plant operations
  • Collaborate with all Parish Staff and providing support to all parish ministries
  • Complete other duties or assignments as requested by the Pastor
  • Act as liaison to School to oversee accounting function
  • Hospitality – confirm that group on schedule is prepared to host on their weekend & make sure supplies are available.
  • Interface with Diocese:  HR, Finance, Facilities, and Safety Departments

Facilities Management:

  • Oversees the operations of the parish facilities and nursery as directed by the Pastor.
  • Schedules, supervises, trains, and directs the facility maintenance staff.
  • Responsible for performance management of maintenance staff.
  • Works with the Parish Finance/Accounting in developing and controlling facilities budget.
  • Oversees the maintenance and cleaning of building facilities, and care and use of the Parish grounds and facilities.
  • Manages the scheduling of activities and events on Parish grounds and facilities.
  • Performs all other facilities functions and duties to be assigned by The Pastor.

 THIS POSITION SUPERVISES:

Maintenance staff, Nursery Childcare Worker, Summer Program Director (Sports Camp)    

Education and/or Experience:  

Education: A Bachelor’s Degree or 7-10 years of strong background in business administration and   facilities management

Computer Skills:  Microsoft Office, ParishSoft, and Workday (must have knowledge of Workday or be willing to learn)

Other Requirements:   Able to work evenings and weekends if required

Ability to interact and collaborate with both volunteers and staff

Supervisory, management, and organizational skills

Strong oral and written communication skills

Self-motivated and reliable

Ability to be confidential and handle sensitive information

Ability to work independently

Ability to use independent judgment and discretion

The employee must be enthusiastic and self-motivated.  Knowledge and understanding of the Catholic Church structure, culture, and its mission are required.  Knowledge of elementary school structure and culture is helpful.  Strong organizational and customer service skills, strong customer focus work ethic, proven ability to form strong relationships with customers and stakeholders desired.  Attention to detail and the ability to handle confidential information required.

How to Apply

Email resumes to Christina Dickson at: jobs@dsj.org  

Parish Accountant – Sacred Heart Parish and School – Diocese of San Jose

Provide accurate financial information to management and other stakeholders in addition to planning, forecasting and analyzing reports and information impacting parish operations.
The candidate must demonstrate the ability and willingness to: • Understand the operations • Employ strong analytical and problem solving capabilities • Be results-oriented and deliver value added analyses • Meet deadlines and work well with others • Be organized with a strong attention to detail • Anticipates and highlights deviations from budget. • Communicate effectively and anticipate management’s questions • Collaborate with multiple cross-functional teams • Strive to improve processes and reporting

Key Qualifications
• Proficiency in Excel and QuickBooks
• Interprets invoices and applies correctly to budget categories
• Manages income. Notices and/or anticipates trends where actual expense deviates from budget, to understand why and recommend potential action
• Excellent oral and written communication skills
• Experience performing budgeting, forecasting, reporting and analysis
• Ability to interpret financial performance to recognize discrepancies or patterns and advise leadership of noted trends
• Proven business partnership experience
• Awareness of income per COA. Note trends and identify potential process change/control
• Familiar with Tuition and Collection Tracking Program

Description
This position involves correctly recording parish (church & school) financial activity according to US GAAP in compliance with Diocese of San Jose policy and guidelines. It includes maintaining financial security by upholding internal controls and implementing review recommendations. This position requires a direct understanding of the income and expense source for the budget hands on, as well as a high level summarizing current financial status by collecting information, preparing balance sheet, profit and loss statements and other reports. To ensure completeness, must be able to reconciling financial discrepancies, answer accounting questions, complying with federal, state, and local financial legal requirements.

This position also maintains customer confidence and protects operations by keeping financial information confidential and contributes to team effort by accomplishing related duties as needed including: oversight of parish collections, parish donor database, ADA and other projects as determined by management.

At a very high level, this position oversees the mechanics of the HR process to ensure timely onboarding of new staff. Ensure compliance with all recordkeeping requirements.

This job involves working with many business partners throughout the parish and diocese: pastor, principal, parish administrator, office management, finance council, diocesan Office of Financial Services including Parish Financial Services, Risk Management, Facilities, Payroll, IT and HR. Time management skills are paramount.

Requirements
1. Pass the Diocese Bookkeeping assessment.
2. Maintain and Implement General Accounting Function Responsibilities for Parish (Church & School):
a. Accounts Payable – Input invoices and weekly check run
b. Accounts Receivables
c. Cash Management
d. Bi-monthly payroll
e. Monthly bank reconciliations
f. Prepare and distribute all financial statements
g. Work with Pastor, Principal, Parish Administrator and Office Manager on preparation of parish annual budget. Work with DSJ to prepare annual DSJ financial report
h. Monthly end close activities- Prepare month end close reports
i. Prepare data for annual parishioner financial report
j. Provide staff with quarterly reports on their budgets and actual
k. Sales and Use Tax Preparation and filing
l. Year-end 1099 to vendors
m. Prepare Audit package and work directly with Diocesan auditor
n. Maintain and update parish Quick Book system (through Diocesan Cloud)
o. Post all credit card transaction payments in Quick Books, ensure donations are processed in Parish Soft (via Administrative Assistant)
p. Set up, update and maintain accounting procedures and policies
q. Attend staff meetings (when asked) and yearly staff retreat
r. Attend quarterly Finance Council meetings

2. Human Resource
a. Open job position, as required
b. Initiate all paperwork for new hire
c. Work with manager on job description
d. Advise new hire process for onboarding (fingerprint and VIRTUS)
e. Ensure complete HR record exists for each employee

3. Parish Collections
a. Oversee and work with the Administrative Assistant on recording and tracking all parish collections including weekly cash bags & log in sheets according to weekly mass, holidays, or special collections
b. Oversee and work with the Administrative Assistant on managing 2 groups of volunteers who count the weekly collections and ensuring all the collections are turned into the parish
c. Ensure all deposits are made to bank in a timely schedule.
d. Distribute collection result to the pastor

4. Parish Database – Parish Soft
a. Oversee and work with the Administrative Assistant on recording all donations, special pledges, special donations, etc… in Parish Soft
b. Oversee for the preparation and distributing the Annual Contribution Statements

5. Annual Diocesan Appeal
a. Oversee and work with the Administrative Assistant on processing the annual ADA pledges, preparing and distributing weekly report to Pastor and the DSJ
b. Oversee and work with Administrative Assistant on cooperating with the DSJ requirement on ADA process to ensure ADA package delivery to the ADA office and all new families added to Parish Soft database
c. Direct communication with parishioners and ADA office on any issues relating to the pledges.

Education
• Bachelor’s degree in Accounting or Finance
• Minimum 5 years full charge experience

How to Apply

Employment Application may be submitted by e-mail to: jobs@dsj.org  

Salary Range:  Commensurate with Experience (hourly)

Position Description:
Provide accurate financial information to management and other stakeholders in addition to planning, forecasting and analyzing reports and information impacting parish operations.

Key Qualifications
Proficiency in Excel and QuickBooks
Excellent oral and written communication skills
Experience performing budgeting, forecasting, reporting and analysis
Previous P&L and Balance Sheet ownership
Proven business partnership experience
SMART – Tuition Tacking Program

Description
This position involves correctly recording parish financial activity according to US GAAP in compliance with Diocese of San Jose policy and guidelines. It includes maintaining financial security by upholding internal controls and implementing review recommendations. This position requires summarizing current financial status by collecting information, preparing balance sheet, profit and loss statements and other reports, reconciling financial discrepancies, answering accounting questions, complying with federal, state, and local financial legal requirements.

This position also maintains customer confidence and protects operations by keeping financial information confidential and contributes to team effort by accomplishing related duties as needed including: oversight of parish collections, parish donor database, ADA and other projects as determined by management.

This position reports risk management incidents and facilities issues as directed in diocesan guidelines.
This job involves working with many business partners throughout the parish and diocese: pastor, finance council, diocesan Office of Financial Services including Parish Financial Services, Risk Management, Facilities, Payroll, IT and HR.

The candidate must demonstrate the ability and willingness to: • Understand the operations • Employ strong analytical and problem solving capabilities • Be results-oriented and deliver value added analyses • Meet deadlines and work well with others • Be organized with a strong attention to detail • Communicate effectively and anticipate management’s questions • Collaborate with multiple cross-functional teams • Strive to improve processes and reporting

Requirements:
1. Maintain and Implement General Accounting Function Responsibilities:
a. Accounts Payable – Input invoices and weekly check run
b. Accounts Receivables
c. Cash Management
d. Bi-monthly payroll
e. Monthly Bank reconciliations
f. Prepare and distribute all financial statements.
g. Work with Pastor, Administrative Assistant, and Finance Council on preparation of parish annual budget
h. Work with DSJ to prepare annual DSJ financial report
i. Monthly end close activities- Prepare month end close reports.
j. Provide staff with quarterly reports on their budgets and actual
k. Sales and Use Tax Preparation and filing
l. Year-end 1099 to vendors
m. Prepare Audit package and work directly with Armanino McKeena LLP
n. Maintain and update parish Quick Book system
o. Calculate and maintain employees sick and vacation accruals
p. Reconciling all payments
q. Responsible for processing all credit card transaction payments
r. Set up, update and maintain accounting procedures and policies
s. Attend monthly staff meetings and yearly staff retreat
t. Attend quarterly Finance Council meetings

2. Parish Collections
a. Oversee and work with the Administrative Assistant on recording and tracking all parish collections including weekly cash bags & log in sheets according to weekly mass, holidays, or special collections.
b. Oversee and work with the Administrative Assistant on managing 2 groups of volunteers who count the weekly collections and ensuring all the collections are turned into the parish.
c. Ensure all deposits are made to bank in a timely schedule.
d. Distribute collection result to the pastor.

3. Parish Database – Parish Soft
a. Oversee and work with the Administrative Assistant on recording all donations, special pledges, special donations, etc… in Parish Soft.
b. Oversee for the preparation and distributing the Annual Contribution Statements.

4. Annual Diocesan Appeal
a. Oversee and work with the Administrative Assistant on processing the annual ADA pledges, preparing and distributing weekly report to Pastor and the DSJ
b. Oversee and work with Administrative Assistant on cooperating with the DSJ requirement on ADA process to ensure ADA package delivery to the ADA office and all new families added to Parish Soft database.
c. Direct communication with parishioners and ADA office on any issues relating to the pledges.

Education
Bachelor’s degree in Accounting or Finance preferred. The position generally requires a BS or BA degree, plus 4-6 years of experience in an accounting or finance role.

How to Apply

Employment Application may be submitted by e-mail to: jobs@dsj.org