Operations Manager

Job Description

Job Description

JOB TITLE : Part-Time Operations Manager

JOB CLASSIFICATION : Part-Time; Exempt

REPORTS TO : Pastor

Qualified candidates may send their resumes to : office@stjudechalfont.or

SUMMARY :

The Operations Manager is responsible for serving as the single point of focus to the Archdiocesan Office of Parish Service & Support (OPSS). This includes coordinating the information flow of financial and accounting data to and from the A(OPSS), and assisting in the reconciliation, and forecasting of parish finances. This person will also provide the Pastor with on-going recommendations to improve the overall fiscal health of the parish. Additional duties include personnel and operations management of the rectory staff, and oversight of the campus facility operations for the Parish and the School.

Demonstrates tactical and strategic leadership to enable the Pastor to Focus on the spiritual needs of the parish. Requires timely and consistent dialogue with the Pastor so that he is fully apprised of the parish’s current operational and fiscal status, emerging issues and financial forecasts to enable efficient and effective operation of all ministries in fulfilling the parish mission.

DUTIES AND RESPONSIBILITIES :

A. Financial Management

Financial Records

Partner with the OPSS to :

• Oversee the accounting function of the parish according to Archdiocesan guidelines including all accounts payable, accounts receivable and cash transactions.
• Prepare weekly, monthly, quarterly, & YTD financial reports for review by Pastor.
• Provides analysis and recommendations to the Pastor and Parish Finance Council. (i.e., Forecasting financial status & emerging issues related to parish projects.)
• Monitor and reconcile parish bank accounts. Maintain surplus funds in interest bearing insured accounts.
• Schedule vendor’s payments to obtain purchase discounts and meet payroll tax deposit requirements to avoid penalties.
• Ensure compliance with Archdiocesan policy regarding parish bank accounts.
• Review parish financial reports prior to their submission to the Pastor.
• Develop the annual parish budget with input from Parish leadership.
• Submit the annual budget for review by the Pastor & Parish Financial Council.
• Review and analyze financial reports based on the approved budget on a quarterly basis & advise the Pastor and Parish Financial Council of significant variances.

Supervise the maintenance of all financial records required by the Archdiocese or Pastor.

Financial Control Develop and monitor a robust system of internal control for parish finances.

Establish security measures to ensure the safety of parish funds.

Collaborate with OPSS to review invoices prior to payment for reasonableness and accuracy and approves for payment.

NOTE : The term “parish” is defined as St. Jude Church / School / Ministries.

Funds Management

Partner with the OPSS to :

Ensure awareness of fund-raising efforts of the parish / school organizations and provide positive, supportive consultative support to ensure their compliance with legal and insurance requirements.

Budget

Collaborate with the OPSS to :

B. Personnel

Supervise and oversee the efficient operations of the Parish Office (i.e. performance reviews, coordinating vacations, ensuring trained back-ups, documenting procedures, running monthly rectory staff meetings, etc.…)

Supervise the maintenance of personnel records for all staff and be certain they include pertinent information relating to the employees. Determine that all appropriate federal, state, and local taxes are withheld.

Participate in or is responsible for the hiring and separation of employees subject to the prior approval of the Pastor. Supervises the training of new staff employees.

Conduct the employees benefits open enrollment & clearly communicates any changes to affected employees. Handle requests for benefit changes in a timely manner. Ensure the accuracy of insurance charges & deductions according to Archdiocesan and parish policy.

Monitor the parish’s employment policy to ensure that it complies with all laws concerning health and safety standards, employment of minors, and with Archdiocesan employment policies regarding employee benefits. Monitor and review employee items such as safe environment clearances, reasonable assurance letters, contracts, timecards, and termination records.

C. Parish Records

Supervise, maintain, and store all parish records (i.e., census records, envelope mailing list, etc..) according to Archdiocesan record-retention guidelines. Ensure all sensitive information is treated in a confidential manner.

Oversee all necessary parish mailings are made in an efficient & timely manner.

D. Physical Plant

Supervise the activities of the parish maintenance staff, outsourced vendors, ensuring that the property is maintained in a safe and aesthetic manner.

Ensure the obtaining of competitive prices and purchase supplies / equipment from vendors offering the best quality items for the most reasonable price.

Oversee the completion of capital addition and improvement surveys and submits reports to the Pastor and Parish Finance Council concerning the nature of the work required, priority for completion, and estimated cost.

Ensure that all procedures followed in connection with repair, renovation, and construction of projects conform to the Policies, Procedures, and Guidelines for Archdiocesan Capital Projects, including real estate and insurance transactions.

Oversee the maintenance and operations of required systems (i.e., phone, video, utilities, etc..) ensuring they are operational and efficient.

E. Pastor Requirements

Additional duties required by and in support of the Pastor’s responsibilities to the parish.

REPRESENTATIVE KNOWLEDGE, SKILLS, AND ABILITIES :

Work Environment

Qualified candidates may send their resumes to : office@stjudechalfont.org