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.

This is a part-time position (13-16 hrs/wk) that will work closely with the Full-Time Site Accountant.
Position 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 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

Daily/Weekly Responsibilities

  • Process any finance office paperwork in the church and school offices
  • Verify Stewardship spreadsheet and prepare appropriate Stewardship weekly file
  • Maintain control and audit weekly collection bags and coordinate site deposit armored car pick-up
  • Attend to parent and Diocesan correspondence as needed
  • Cashier position –Process all deposits for Parish and School in a timely manner
  • Maintain and file proper documentation
  • Review and Process Workday HR and payroll request as needed – Workday changes, adds and deletions

Monthly/Semi-Monthly Responsibilities

  • Process auto debits for Stewardship and AAC donations and other programs
  • Manage all the Company Match programs for the Parish and Schools
  • Prepare bank statement reconciliations (All DSJ and Bank Accounts)
  • Enter deposits and prepare credit card statement reconciliations for Parish and School
  • Ensure timely input into Workday for accurate bi-monthly payroll runs
  • Prepare priest stipend payouts
  • Tuition Management for school – SMART Tuition for Registration, Tuition, Extended Care, Tutoring fees, etc.)
  1. Monitor delinquent family reports for tuition. Inform Principal of status and contact families (by e-mail, phone call or letter). Work with families to set up payment plans, if necessary
  2. Verify and manage family information in SMART Tuition
  3. Invoice families for Athletic Fees and Piano Lessons in SMART Tuition
  • Maintain accounts at Diocese and at Bank(s)
  1. a) Process any needed EFT to/from accounts at Diocese or bank, maintain

accounts at Diocese and at Bank(s) Liaison

  1. b) Properly authorize signature cards for all accounts
  • Process invoice in QuickBooks for the Swim Team reimbursements of Health Insurance and Payroll Expenses
  • Process monthly Scrip inventory adjustment

 Annual Responsibilities  

  • Provide Smart Tuition with all of the re-enrollment information (Tuition fee schedule, registration letters, terms and agreements) for the upcoming year
  • Provide Smart Tuition with completed Tuition Billing Template for the upcoming year
  1. Summer School/Summer Camp: (Apr. – Aug.)
  2. Invoice all incoming registration forms in SMART Tuition Monitor any delinquent family reports for payments – Contact families (by email, phone, etc.)
  • Complete end of year Scrip Inventory count on 06/30
  • Maintain and process HR Personnel Changes (Workday) – Based on school and parish personnel changes
  • Maintain Workday to ensure compliance with Diocesan HR and Payroll policies at the Parish and School
  • Summer School/Summer Camp: (Apr. – Aug.) – Ensure all personnel are properly processed and maintained in Workday for proper payroll payments according to their job positions and work schedules
  1. Maintain audit ready files
  2. Payroll Files
  • End of Year Reporting to DSJ:
    1. Work with Finance Council Member(s) to schedule and assist with Internal and Self-Audit review
    2. Prepare End of Year Reports and get Pastor/Principal approval/signatures
    3. Work in coordination with the bookkeeper/accountant to submit End of Year Reports to DSJ
  • Assist with any financial audit requests from DSJ and/or contracted auditors.
  • Maintain audit ready files for the fiscal years:
  1. Vendor Files (A-Z)
  2. Bank Statement/Reconciliation Files (Jul. thru Jun.)
  3. SMART Tuition files
  • Maintain proper storage of archived files for Finance Office and proper disposal of other files/papers

Other Responsibilities

  • Assist in setting up, updating, and maintaining accounts procedures and policies for proper controls at sites
  • Ensure accurate and timely inputs and reconciliations of accounting transactions for accurate financial statements
  • Attend meetings as required.
  • Backup coverage for Finance Office
  • Other duties as assigned – Working with DSJ Finance Office, other financial/business office items/requests, etc.        

Key Qualifications
Proficiency in Excel and QuickBooks
Excellent oral and written communication skills
Experience performing reporting and analysis
SMART – Tuition Tracking Program

Education

Must have accounting skills and have knowledge of bookkeeping acquired through previous job experience.  Associates degree or Bachelor’s degree in Accounting or Finance preferred.

How to Apply

Complete DSJ Application through DSJ HR website.  Please send application, cover letter and resume to    eorci@dsj.org  

POSITION SUMMARY :
The Part Time Administrative Assistant assists multiple staff members and volunteers in a fun and challenging position with an opportunity to have a direct impact on the mission of Catholic Community at Stanford.
DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
1) General clerical activities which include but are not limited to: scanning, copying, emailing, scheduling, calendar management, and meeting notes
2) Written and verbal communication among a variety of community members and staff
3) Office supplies and equipment lease management
4) Collections counting and volunteer counters coordination
6) Volunteer site-administrator on behalf of CC@S for the Diocese
EDUCATION AND/OR EXPERIENCE:
Associate or bachelor degree is desired
COMPUTER SKILLS:
Microsoft Office, Google software and Workday (must have  knowledge of Workday or be willing to learn)
OTHER REQUIREMENTS:
• 10 hours per week during the academic year, fewer in the summer months, with periods of time that will require 20-30 hours a week possible
• Able to work evenings and weekends if required
• Some flexibility with work schedule possible
• Ability to be confidential and handle sensitive information
• Ability to work independently
• Highly conscientious and pays close attention to detail
• Ability and flexibility to establish and handle multiple and changing work priorities, meet deadlines, and anticipate future responsibilities
• Strong verbal and written communications skills
• The ability to cultivate and maintain positive working relationships with a wide range of individuals among the staff and within the community
• The employee must be enthusiastic and self-motivated
• Strong organizational and customer service skills.  Attention to detail and the ability to handle confidential information required
• Ability to occasionally lift up to 25 lbs
HOW TO APPLY:
Please submit cover letter and resume 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