BOOKKEEPER

Written By Luke O'Reilly

SUMMARY OF POSITION:

Responsible for providing bookkeeping support for St. Francis and All Saints Parishes and St. Francis of the Lakes Catholic School. Provides support to staff members, various ministries, councils and committees upon request.  This position requires a high degree of accuracy and confidentiality.  The primary responsibilities of this position are listed below, however, are not limited to the following, in order to ensure efficient operations.  

 

This position is an extension of the Parish and School Ministry. The incumbent must have a willingness and ability to support the Mission of the Universal and Local Roman Catholic Church. 

 

ACCOUNTABILITY: 

The position is accountable to the Business Manager and ultimately to the Pastor and the Diocese of Duluth.   

 

SCOPE:   

  • Bookkeeping responsibilities for St. Francis and All Saints parishes, St. Francis of the Lakes Catholic School, two rectories and STP Chapel and Cemetery.  

  • This is a full-time hourly position.  

 

DUTIES 

  • PAYROLL 

  • Administer and process payroll (prep for payroll provider, enter accounting entries in CDM, parish management software.  

  • Biweekly for all lay staff 

  • Monthly for clergy   

  • Distribute annual W-2’s (provided by payroll supplier) 

  • FINANCIAL and COLLECTIONS: 

  • Handle all aspects of accounting including accounts payable and receivable 

  • Prepare checks and bank deposits; record accounting transactions in computer files timely with correct dates to reconcile accounts 

  • Accounts Payable 

  • Review, verify and adjust as required for proper accounting of expenses 

  • Maintain filing and paperwork for all vendors and customers  

  • Weekly – oversee volunteers who record deposits for electronic funds giving into CDM 

  • Post weekly contributions in CDM 

  • Post payroll and benefit payments in CDM 

  • Perform bank reconciliation monthly in CDM including checking, savings and CD accounts.  

  • Review all ledger entries monthly for each entity prior to business manager running financial reports from CDM   

  • Assist with the preparation of end of Fiscal year financial reports, parishioner reports and Annual Administrative report to the Diocese as requested 

  • Assist with the preparation of the annual budgets as requested  

  • Monitor any restricted Trust accounts  

  • Manage reimbursements between parishes, including the respective Brainerd Catholic North/South parish clusters  

  • Oversee the volunteer money counters and procedures, to include annual training and recognition 

  • Ensure proper accounting and control procedures are followed at all times 

  • Ensure accuracy in the weekly counting, deposit and reporting of weekend and special collections 

  • Ensure computer financial files are being accurately and adequately maintained 

  • Assist in the maintaining accurate Chart of Accounts 

  • Collections:  

  • Monitor accurate deposit into special collections accounts 

  • Maintain vendor files to include accurately maintaining and reporting of required 1099s 

  • Contributions 

  • Enter electronic contributions into CDM for weekly electronic giving for non-general giving accounts.  

  • Record and post all weekly contributions in CDM the day following collection (generally Monday’s, exception is when parish office is closed on Monday for holidays. 

  • General 

  • Administer the Safe Environment program for staff and volunteers of parish and school  

  • Maintain and order check stock and bank deposit supplies  

  • Respond to and process all inquiries promptly and accurately 

  

 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required.   

  • Education, Training, and/or Experience 

  • High School Diploma or equivalent  

  • Education and/or Experience with bookkeeping, payroll, financial management, and personnel records 

  • Experience with Microsoft Excel, Word, Outlook, and electronic bookkeeping programs  

  • Experience with Church Data Master Plus software (training available if necessary) 

  • General computer experience 

  • Education and/or experience in office methods and procedures 

  • Knowledge, Skills, and/or Abilities 

  • General knowledge of the Catholic Faith 

  • General knowledge of and understanding of the Catholic Diocese of Duluth and individual parish policies/procedures 

  • Ability to follow up with oral and written instructions; adapt to changing schedules, priorities and environments  

  • The ability to take direction on several projects and tasks and to work independently 

  • Ability to answer telephones, to learn and use computer programs, update financial and parish records 

  • Ability to establish and maintain harmonious working relationships with other employees, church members, and the public 

  • Above average ability to read, speak, hear, and write English in order to communicate with co-workers and others at a professional level 

  • Intellectual ability, judgment, stamina, and coordination necessary to normally complete daily assigned tasks within the workday 

  • A high degree of ability to discern what information needs to be kept confidential 

  • Ability to type proficiently and write legibly 

  • Demonstrated reliability and strong work ethic. 

  • Successfully pass a criminal background check 

  • Licenses: Possession of a valid Driver’s License 

 

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

  • While performing the duties of this job, the employee is required to stand, walk, sit, use hands to feel objects with tools or controls, reach with hands and arms, talk, and hear 

  • The employee must occasionally lift and/or move objects up to 30 pounds 

  • Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus 

 

WORK ENVIRONMENT 

  • The environment is a traditional office setting with individual work space    

  • While performing the duties of this job, the employee is exposed to moderate noise levels in the work environment 

Luke O'Reilly