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 (8-10 hrs/wk)

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

Parish Business Manager – St. Elizabeth Parish

 POSITION SUMMARY 

The Parish Business Manager assists the Pastor in administration and management of daily operations of the parish. This position will act as the “point person” for inquiries on parish business, making appropriate referrals as needed. As a member of St. Elizabeth’s staff, the Parish Business Manager will work collaboratively and perform all other duties as necessary. The Parish Business Manager helps to coordinate the work of the parish and its members by written, verbal, and electronic correspondence.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

Financial Administration

  • Coordinate Annual Diocesan Appeal
  • Responsible for (or Oversee) entering weekly offerings in ParishSOFT/ConnectNow and generating year-end Tax statements for parishioners

Parish Administration

  • Administrate parish personnel policies & parish safety policies
  • Accounting
    • Collaborate with Bookkeeper maintaining accounts, issuing checks, and providing reports.
    • Maintains and support Online Giving, WeShare, and any other form of electronic payment provided to our parish community
    • Oversees the procedures for processing weekly collections
  • Development of Staff Standards and Policies
  • Oversee and maintain ParishSOFT/ConnectNow database use, support and continued education to staff
  • Oversee all other parish systems and procedures.
  • Complete other duties and responsibilities as requested by the pastor
  • Attend staff meetings

Manage Parish Plant

  • Oversees janitorial and maintenance staff
  • Supervise/ troubleshoot and/or coordinate maintenance of plant buildings and grounds.
  • Oversee church and small hall use, rental, and maintenance
  • Maintain (troubleshoot) / update network, computers, software and their contracts
  • Works with Facilities Project Manager to ensure proper communication, compliance and legal requirements are met for all projects and tasks on site
  • Manages the scheduling of activities and events on parish grounds

Parish Committee Staff Support & Liaison

  • Parish Advisory Finance Council, in collaboration with Parish Bookkeeper
  • Pastoral Council
  • Other parish groups and committees, as needed

Communications

  • Interface with the Diocese: HR, Finance, Facilities, and Office for the Protection of Children and Vulnerable Adults.
  • Oversee website design and maintenance with web master
    • Educate staff and committees to maintain their sections/input on site
    • Collaborate with web master to review, update and maintain site regularlyProvide church information on Catechetical school.
  • Develop online forms as requested
  • Bulletin – Oversee coordination of bulletin input/output on a weekly basis; Edit Pastor’s weekly bulletin editorial
  • Develop (and/or provide tools and education to staff) forms for staff and church use

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY: 

 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, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience: 

Education: Degree or strong background in business administration and facilities is recommended for management and Catholic Church practices

Computer Skills:  Microsoft Office, ParishSOFT/ConnectNow, 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, detail-oriented, and reliable

Ability to be confidential and handle sensitive information

Ability to work independently

Ability to use independent judgment and discretion

How to Apply:

Employment Application and Resume may be submitted by e-mail to Arabella Arnaldo at:  aarnaldao@dsj.org

The Parish Business Manager is to provide leadership and day-to-day supervision of the temporal affairs of the parish in such a way as to enable the pastor to concentrate on the spiritual affairs of the parish.

The Parish Business Manager assists the Pastor in the administration and management of daily operations of the parish. The position will act as the “point person” for inquiries on parish business and will work collaboratively and perform other duties as necessary.

The position calls for coordination with other members of the staff and volunteers, participation in staff planning and operational meetings and significant dialogue with the pastor so that he is fully apprised of matters being considered and acted upon by the parish manager.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Parish Administration

  • Administrate parish personnel and parish safety policies.
  • Approve staff hours and process payroll.
  • Maintain employee changes through workday.
  • Attend staff meetings.
  • Oversees the procedures for processing weekly collections.
  • Cash Management.
  • Account Receivables and Payables

 Parish Plant /Facilities Management Responsibilities

  • Monitor parish’s compliance with diocesan policies regarding real estate, insurance, capital projects, etc.
  • Coordinate parish liability, property insurance and workers’ compensation with the diocesan general insurance program.
  • Oversees janitorial and maintenance staff
  • Troubleshoot and coordinate established or newly established preventive maintenance programs of parish facilities.

 Volunteer Support

  • Ensure all volunteers are fingerprinted and have attended all Diocesan training. Keep workday updated. Volunteers need to have the training every 3 years.
  • Assist in recruiting, coordinating and scheduling volunteers as needed, under direction of the Pastor or committee leadership.
  • Organize workflow and maintain a tidy and usable office environment so as to enable effective use of volunteers.
  • Assist in coordination of special events.

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY: 

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, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

  • Minimum 3 years of office experience, including communications, is required.
  • Experience in a church or other ministry setting is preferred.

 Education: Associate’s degree or Degree or strong background in business administration, communications, office support or related area is desired.

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.

Strong oral and written communication skills.

Self-motivated and reliable.

How to Apply:

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

POSITION SUMMARY: 

  • Provide efficient administrative support to the Dean, Deanery 6 and Multi-Parish Cooperative.
  • Oversee all activities of the Deanery 6 and Multi-Parish Cooperative, and ensures they are carried out in a manner consistent with the policies and programs approved by the Deanery or Multi-Parish Cooperative.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

Deanery 6

  1. Serves as primary liaison for the dissemination of information to Deanery 6 and compilation of data/information for the Diocese, when needed.
  2. Maintains an up to date data base with contact information of the 11 parishes and staff of the Deanery.
  3. Acts as Secretary to the Deanery, prepare meeting agenda and minutes of meeting, and send out to all concern in a timely manner.
  4. Coordinates special events such as meetings, seminars and workshops.
  5. Coordinates assistance needed by parishes such as additional priests during advent, lent and first reconciliations, and sharing of resources.
  6. Posts special events in Deanery website and send out to parishes for wide publicity.
  7. Takes calls and answer emails regarding Deanery 6 matters.

Multi-Parish Cooperative

  1. Acts as professional advisor to the Board on all aspects of the organization’s activities and participates with the Board of Directors in developing a strategic plan to guide the future direction of Deanery 6 Multi-Parish Cooperative.
  2. Oversees implementation and evaluation of cooperative programs, projects and services approved by the Board.
  3. Works with the pastors and parish staff to identify areas where common programs can be implemented more efficiently as a group rather than individual parishes. These may include stewardship, youth and young adult programs, food distribution program, housing for homeless, safe parking, finance and contracted services.
  4. Prepares annual budget and provides justification to the Board in its budgetary review and approval process.
  5. Manages all fund development activities, including grant writing and identifying new resources to finance Deanery 6 Multi-Parish Cooperative programs and activities. Actively seeks and maintains a diverse donor base of foundation, business and government segments.
  6. Ensures that donor-imposed restrictions on use of funds are strictly observed, including conformance with the Diocesan Financial Policy Manual.
  7. Provides support to the Board by facilitating regular board meetings, parish staff and clergy meetings, including preparation and sending out of agenda and minutes, and monitoring resolution of action items arising from said meetings.
  8. Establishes good working relationships and collaborative arrangements with the diocese, parishes and parish staff to enhance achievement of Cooperative mission.
  9. Serves as liaison and lobby with the City of San Jose in relation to Deanery requirements for permits, initiatives and advocacies.
  10. Under the direction of the Dean, serves as spokesperson of the Multi-Parish Cooperative constituents, including dissemination of information, events and information for wide publicity.
  11. Prepares reports and other required documents.

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, abilities, or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

  1. A bachelor’s degree.
  2. Strong organizational abilities including planning, program development and task facilitation.
  3. Knowledge of fundraising strategies and donor relations unique to nonprofit sector.
  4. Strong written and communications skills, including public speaking skills.
  5. Skills to collaborate with and motivate members and donor groups.
  6. Ability to interact sensitively with diverse range of individuals.
  7. Ability to travel to parish sites regularly to oversee program implementation and interface with parish staff.
  8. Ability to maintain confidentially.
  9. Flexible to the needs of the Cooperative and parishes.
  10. Must be Microsoft Office proficient, i. e. word, excel, powerpoint, working knowledge of access and publisher.
HOW TO APPLY:
Please submit cover letter and resume to: 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  

Administrative Assistant, St. Nicholas & St. William Parish, Los Altos

Position Summary:

St. Nicholas & St. William Catholic Parish, located in Los Altos, CA, is seeking a bright, self-motivated, and reliable Administrative Assistant to contribute to the mission of our vibrant community. This individual should be a person of faith and will be primarily responsible for supporting our Faith Formation and business management departments.

The position is 32 to 40 hours per week. Specific days and hours are flexible and can vary, however, Sundays 8am- 12pm is required. This position reports to the Pastoral Associate.

Responsibilities:

  • Supports Faith Formation organizations (Children’s, Adults, and Youth Ministry) with registration, record-keeping, answering phone calls and email queries, following up with parents and students, purchasing teaching materials and supplies, making flyers, and collecting cash and checks for tuitions and retreats.
  • Provides welcoming presence in the Parish Office greeting and assisting visitors and parishioners including cross-training with Parish Secretary on vital parish functions.
  • Oversees Sunday hospitality functions and run Sunday information booths
  • Supports business office for Sunday and Second Collections and oversees money counters.

Qualifications:

  • Strong interpersonal and organizational skills
  • Proven verbal and writing skills
  • Proficient in using Word, Excel, and Powerpoint
  • Familiar with Social Media tools: Email, Facebook, Twitter, Instagram
  • Comfortable with receiving training on, and using, other web-based computer applications

How to Apply: Interested candidates should send their cover letter and resume to stnicholas@dsj.org.