Parish Accounting Assistant Supervisor

JOB DESCRIPTION

POSITION: Parish Accounting Assistant Supervisor

DEPARTMENT: Office of Parish Accounting

LOCATION: Upper Valley Pastoral Center (San Juan)

FLSA: Exempt (Full-time)

SUPERVISOR: Parish Accounting Supervisor/Fiscal Officer

JOB SUMMARY

The Parish Accounting Assistant Supervisor will assist in providing accounting services to the parishes and schools of the Diocese of Brownsville. The position entails maintaining the Shelby Accounting System for the parishes/schools and supervising the MPSA’s assigned to all parish locations. The Shelby Accounting System is tailored to the needs of the Diocese, but basically encompasses cash basis bookkeeping throughout the year, with conversion to the accrual basis at year-end and in some instances month to month.

DUTIES AND RESPONSIBILITIES

• Assist with supervising all MPSA’s.

• Assist with providing oversight, guidance and support to MPSA’s and parish bookkeepers.

• Travel within the 4 counties of our diocese.

• Liaison between Diocese and parishes.

• Assure MPSA’s and parish bookkeepers are following Diocesan Policies and Procedures and are following federal and state regulations at their locations.

• Assist in assigning MPSA’s to service parish locations based on demographic location.

• Assist with billing parishes monthly for MPSA service hours to parishes.

• Assist with processing monthly Parish Assessment and Workers Compensation billings to parishes/schools/other diocesan entities.

• Provide on-site parish operational support during MPSA absences or staff shortages.

• Assist and train MPSA’S and parish bookkeepers on submitting 403B retirement payments to Empower.

• Assist parishes in preparing annual budgets.

• Assist MPSA and parish bookkeepers in payroll/benefits processing to assure monthly, quarterly and annual compliance in withholding and reporting requirements.

• Assure parishes are current with their monthly payments for Payroll Tax Liabilities, 403B Contributions, Priest Pension, Health Insurance Premiums, AFLAC, and supplemental life insurances premiums.

• Assure parishes are current with payments for parish loans, property insurance, parish assessments, workers compensation, etc.

• Assure parishes remit monies collected to the diocese for bination masses, national collections, or unscheduled second collections.

• Assure parishes submit 941 quarterly statements on time.

• Reviews month and quarter-end financial closing in accordance with Generally Accepted Accounting Principles, including reviewing journal entries, balance sheet reconciliations, and financial statements.

• Assist in reviewing parishes and the school’s monthly data extractions for completeness and accuracy as retrieved by the parish/school accounting clerk.

• Analyze financial reports generated from parishes and schools for A/R purposes and generate statements to be emailed out to the parishes and schools.

• Must develop significant knowledge of established Diocesan accounting guidelines.

• Assist with conducting parish fiscal year closings in a timely manner.

• Assist in preparing MPSA’s and parish bookkeepers for annual internal/external audits.

• Prepare accrual based financial statements, preparation of quarterly and year end payroll reports, maintenance of full accrual basis accounts receivable and notes receivable.

• Assist MPSA’s and parish bookkeepers in preparing year-end tax forms (W2’s/1099’s) for all parish entities.

• Provide accounting and bookkeeping support to internal diocesan entities.

• Assist Diocesan Fiscal Officer with special projects related to the financial operations of the Diocese and its related diocesan entities.

• Assist with evaluating MPSA’s annually.

• Assist in creating and developing an exclusive training manual for all MPSA’s and parish bookkeepers.

• Support and train MPSA’s and parish bookkeepers when a new bookkeeper is hired at the diocese/parish/school.

• Assist with conducting monthly/quarterly staff meetings with MPSA’s.

• Assist with conducting semi-annual meetings with parish bookkeepers.

• Assist with conducting Shelby training for MPSA’s and parish bookkeepers throughout the year.

• Conduct training with MPSA’S and parish bookkeepers on Shelby project tool that has been implemented as mandatory to track grants.

• Coordinate with the Grants department to provide financial information as necessary for Bishop’s approval in order for parish/school to apply to external funding agencies.

• Conduct periodic reviews of grant funds used at parish/school to provide update to Bishop, Fiscal Officer, or member of GROB.

• Coordinate with Real Estate and Facilities as well to provide financial information regarding construction projects upon approval from Bishop/Moderator of the Curia/Fiscal Officer.

• Other duties as assigned.

EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Accounting or Finance (required)

• 5 years’ professional experience in accounting or finance

• 5 years’ supervisory experience

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated knowledge, understanding, respect, and support of the Catholic Church’s teaching, mission, and values.

• Must be a person of faith and be responsible in the management of their duties.

• Has a “Service Mindset” when working with clergy, diocesan and parish staff.

• Must have the ability to manage in a fast-paced, diverse faith-based environment with focus on parish services.

• Knowledge of Generally Accepted Accounting Principles.

• Ability to perform all duties of a full charge bookkeeper.

• Ability to maintain utmost confidentiality.

• Ability to manage employees, time schedules, while multi-tasking large projects.

• Ability to work as a team player in a highly collaborative environment. Strong interpersonal skills. Open to continued professional growth and development. Positive, practical attitude with balanced initiative.

• Ability to maintain effective working relationships with other diocesan employees, clergy, parish staff, and wider community.

• Excellent writing and interpersonal communication skills. Possesses effective and professional oral and written communication, both in English and Spanish.

• Exceptional time management and organizational skills required. Must be able to oversee complex projects and schedules, maintain deadlines, work within budgets, with the ability to set priorities and manage several projects simultaneously required.

• Work effectively under pressure and/or stringent schedule and produce accurate results.

• Knowledge of accounting software such as Shelby Systems (preferred), Quicken or Quick Books not required but helpful.

• Ability to conduct meetings on Zoom or Microsoft Teams.

• Ability to use MS Word, Excel, PowerPoint, Outlook.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Must have a current valid Texas Driver’s License, reliable transportation, and valid vehicle insurance.

SALARY: Salary commensurate with experience.

PHYSICAL DEMANDS: The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, must be able to talk, hear, and see. Must have ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. Regularly required to stand, sit, walk, use hands/fingers to handle or feel. Must be able to remain in a stationary position 50% of the time. Will need to move around in the office and position themselves to access or maintain files in filing cabinets, or to operate office machinery, etc. Constantly be operating a computer, calculators, copiers, printers, or scanners, etc. Must be able to climb. Occasionally may climb stairs, step ladders, ascend/descend a step ladder. Must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Must be able to carry, lift and/or move up to 10 pounds and occasionally carry, lift, and/or move up to 30 pounds.

WORK ENVIRONMENT: The work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The position requires travel within the 4 counties of our diocese, weekly travel to the San Juan Pastoral Center, and travel to multiple parishes and schools. Fleet vehicles are available for these positions. If no vehicle is available for use on a given day, the use of personal vehicles with mileage reimbursement is available for diocesan business use. This position is a full-time exempt position averaging 40 hours per week. The work area is a typical office environment. The noise level and mobility in the work environment will be moderate. Office hours: Monday through Friday, 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m. Lunch Hour: 12:00 noon to 1:00 p.m. Rest Breaks: 10:00 a.m. and 3:00 p.m. Some evening and weekend work may be necessary.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Accounting: 5 years (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• San Juan, TX 78589 (Required)

Willingness to travel:

• 100% (Required)

Work Location: In person

Salary : $50,000