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.

Brief Job Description:

To provide an on-going support to the Parish community for the smooth and consistent operation of the parish office in a professional and hospitable manner. To keep accurate and detailed information on Sacraments administered at and through Queen of Apostles Parish. To schedule Sacrament events and facilities.

The duties include but are not limited to: preparation of the parish bulletin, supporting newly registered families and any communication from the Pastoral staff directed by the Pastor; counting and managing accurate data entry of parish financial information; scheduling Weddings, Funerals, Baptisms, Masses throughout the years and scheduling other facilities; ordering supplies and supporting secretarial and reception.

General Qualifications:

  • Active member of a Roman Catholic in a parish faith-filled community.
  • Ability to honor and maintain confidentiality.
  • Ability to be the face of the parish in a positive and welcoming attitude to those who call, write, email or visit.
  • Be present in the office and work collaboratively with other staffs and volunteers.
  • Ability to set priorities and organize work effectively and efficiently including developing and maintaining effective record-keeping systems.
  • Word processing, desktop publishing, database, math and statistical skills, especially as related to understanding requirements, operating office equipment, and preparing reports
  • Work efficiently with Quickbooks, ParishSoft, and scheduling calendar.
  • Ability to compose correspondence, minutes and/or reports.
  • Supervise volunteers and office management.
  • Lift and move using proper techniques up to 15 pounds (boxes of bulletins & newsletters)
  • Answer phones and emails in a timely manner.
  • Efficiently and safely use office equipment.

How to Apply:

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

Position Description:

This is a part-time position (8-10 hrs/wk)

Provide accurate financial information to the parish, pastor and Finance Committee 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

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 job involves working with some parish/diocesan partners throughout the parish and diocese:  Pastor, Finance Committee, Diocesan Office of Financial Services including Parish Financial Services, Facilities, Payroll, IT and Human Resources.

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 the staff or pastor’s questions • Collaborate with multiple cross-functional teams • Strive to improve processes and reporting

Requirements:

  1. Maintain and Implement General Accounting Function Responsibilities:
    • Accounts Payable
    • Accounts Receivable
    • Cash Management
    • Record bi-monthly payroll
    • Prepare monthly bank reconciliations
    • Prepare and distribute financial statements.
    • Work with Pastor, Office Manager/Administrative Assistant, and Finance Committee on preparation of parish annual budget
    • Work with Diocese of San Jose (DSJ) to submit annual parish financial report
    • Provide staff with quarterly reports on their budgets and actuals
    • Sales and Use Tax preparation and filing
    • Prepare Parish Audit package and work directly with Armanino McKenna LLP when parish is audited
    • Review and maintain employees sick and vacation accruals
    • Update and maintain accounting procedures and policies
    • Attend monthly staff meetings
    • Attend Finance Committee meetings quarterly.
  2. Parish Collections
    • Ensure all deposits are made to bank in a timely schedule (i.e. remind pastor and volunteer)
  3. Parish Database – Parish Soft/Connect Now
    • If necessary work with the Office Manager/Administrative Assistant who normally records all donations, special pledges, special donations, etc…  in Parish Soft/Connect Now..
  4. Annual Diocesan Appeal
    • Support Office Manager/Administrative Assistant when necessary…

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, preferably in a non-profit environment.

Technical Skills:

Proficient in Microsoft Office Suite and Quickbooks.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and engage in conversations.  The employee is occasionally required to stand, walk and reach with hands and arms.  The employee may lift and/or move up to 10 pounds.  Specific vision abilities required include close vision, depth perception and ability to adjust focus.

 Physical Environment:

While performing the duties of this job the employee will work in a shared office. The noise level varies.  The space is wheelchair accessible.

Working Conditions:

The employee must be physically present in the office, able to work cooperatively with other members of the staff and with parishioners, visitors and be able to multi-task. Some work can be done remotely. The employee is expected to work on Tuesday or Wednesday though the specific day is negotiable.  Overtime and/or travel are rarely required though there may be diocesan meetings the bookkeeper/accountant should attend.

OTHER SHARED RESPONSIBILITIES:

  • Vendor filing as needed and maintaining standing files.
  • Contacts vendors for repair needs as needed and approved.
  • May oversee the mailing of year-end statements with the administrative assistant.

 Other Requirements:

  • The employee should have some knowledge of Church structure and culture.
  • Be supportive of pastoral staff through collaboration and cooperation.
  • Respects and keeps confidentialities of the pastoral staff and parishioners.
  • Clocks in and out each work day/shift using the time clock

How to Apply:

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

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  

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  

Holy Family Parish, San Jose

Bookkeeper/Accountant, 25 to 30 hours per week

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

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, vendor payables, and other projects as determined by management.

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:

Maintain and Implement General Accounting Function Responsibilities:

  1. Accounts Payable – Input invoices and weekly check run
  2. Accounts Receivables
  3. Cash Management
  4. Monthly Bank reconciliations
  5. Prepare and distribute all financial statements
  6. Work with Pastor and Business Manager on preparation of parish annual budget
  7. Work with DSJ to prepare annual DSJ financial report
  8. Prepare month end close reports
  9. Provide staff with monthly reports on their budgets and actual
  10. Sales and Use Tax Preparation and filing
  11. File Form 571-L and Tax Exemption Forms
  12. Prepare Audit package and work directly with Armanino McKeena LLP for external audits
  13. Maintain and update parish QuickBooks system.
  14. Reconciling all payments
  15. Responsible for processing all credit card and on-line transaction payments
  16. Set up, update and maintain accounting procedures and policies
  17. Attend monthly staff meetings and yearly staff retreat

 

Parish Collections:

  1. 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.
  2. Oversee and work with the Administrative Assistant on managing groups of volunteers who count the weekly collections and ensuring all the collections are turned into the parish.
  3. Ensure all deposits are made to bank in a timely schedule.
  4. Distribute collection result to the pastor.

 

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 and resume may be submitted by e-mail to Christina Dickson:  jobs@dsj.org