Position title
Business Administrator
Description

Description

The Cathedral of the Incarnation is seeking candidates for the position of Business Administrator for their office located at 2015 West End Avenue, Nashville, Tennessee, 37203. Responsibilities include facilitating the business operations of the parish ensuring good business practices and effective stewardship of parish resources.  The business manager effectively aids the parish through analysis and logistic planning for future projects in consultation with the pastor, parish committees and staff. This position is an exempt position working approximately 40  hours per week from 8:00 a.m. to 5:00 p.m. Monday through Friday with some flexibility required.

Responsibilities:

Accounting/Financial Functions

  • Monitors and maintains the General Ledger and Chart of Accounts.  Ensures that financial records are kept up to date and in accordance with parish and diocesan policies.
  • Annually prepares parish budgets through collaboration with Pastor, and Finance Board.
  • Reviews parish financial reporting with Pastor on a monthly basis and keeps Pastor apprised of financial matters on an ongoing basis.
  • Presents financial reports to the parish Finance Board quarterly and as requested.  Maintains communication with Chairperson of the parish Finance Board as necessary.
  • Completes all vendor file maintenance and oversight including annual preparation of 1099s.
  • Prepares all necessary monthly, quarterly, and annual reports including financial statements, parish-wide reporting, and Diocesan submissions.
  • Provides information and oversees all functions of audits as needed.
  • Monitors expenses of the parish to ensure validity and cost-effectiveness.
  • Creates income statements and comparisons to budget and prior year.
  • Reconciles all balance sheet accounts.  These include bank statements, equity funds, loan
  • balances, payroll liabilities, , prepaids, and fixed assets.
  • Records and maintains records for any capital campaigns undertaken by the parish.
  • Supervises the recording of all deposits and expense payments for the parish .
  • Ensures that bank accounts are reconciled monthly.
  • Performs other duties as assigned by the Pastor

Administrative/Office Management

  • Attends staff and Finance Board meetings
  • Attends Parish Council and Diocesan meetings as requested.
  • Annually completes maintenance for archive files and prepares necessary files for destruction per Diocesan retention guidelines.
  • Ensures that annual contribution statements are prepared, printed and mailed timely.
  • Maintains and updates Tennessee Register subscription list.
  • Aids with general office clerical and customer service responsibilities.
  • Oversees office equipment and supply purchases and/or rentals and maintenance of contracts.
  • Oversees telephone, internet, and cell phone services including obtaining quotes and contract negotiations.
  • Obtains quotes and negotiates advertising contracts for  internet or other media.
  • Develops and implements office policies and procedures for office personnel.
  • Serves as direct supervisor of office personnel to include conducting performance appraisals.
  • Maintains and updates sacramental records.

Human Resources

  • Communicates employer/employee information to staff as needed.
  • Conducts the hiring process for new employees, obtaining completed new hire paperwork, benefits enrollment paperwork (if applicable), issuance of employee handbook/policies, and general employee orientation.
  • Maintains employee personnel records in a secure space.
  • Serves as the benefits coordinator to respond to questions about insurance, retirement, etc.
  • Promotes a safe workplace by taking identifiable steps to prevent employee accidents.
  • Handles workers compensation claims for employees of parish .  Contacts diocesan Risk Manager to report and follow up.
  • Informs Pastor of serious personnel issues.  Contacts diocesan Human Resources and/or diocesan attorney as needed or directed by Pastor.
  • Ensures that government required employment posters are posted in designated spaces.
  • Provides Pastor with information relative to reference and background checks, etc. in the recruitment process of new employees.
  • Advises Pastor regarding status of background screens of volunteers.

Payroll Management

  • Ensures that all employees receive timesheets and that pay schedules are communicated.
  • Obtains timesheets from employees in order to prepare payroll.
  • Maintains records of paid time off (vacation, sick, holidays) for stating accurate payroll.
  • Processes payroll according to payroll schedule.
  • Maintains records of all payroll processing according to governmental requirements.
  • Maintains employee payroll files with appropriate documents.
  • Prepares and issues annual W-2s and 1099s according to schedule.
  • Ensures that quarterly tax reports and payments are submitted.
  • Handles garnishments and levies according to instructions.  Notifies employees as needed.
  • Responds to employee inquiries regarding their pay checks/direct deposits.

Facilities/Building and Grounds Management

  • Supervises the Parish Life Center scheduling and activities.
  • Supervises the rental agreements of the Parish Life Center.
  • Maintains key control of all facilities.
  • Oversees property and liability claims; reports to diocesan Risk Manager.
  • Maintains records of property surveys by Catholic Mutual and responds to recommendations.
  • Enforces code of conduct/use for persons or groups using parish facilities.
  • Maintains the integrity and security of the physical facilities with the assistance of the MaintenanceSupervisor.
  • Oversees and evaluates any contracted services for facilities maintenance.
  • Supervises the maintenance supervisor and approves work plans.

Supervisory Responsibilities

  • Volunteers who count/process money
  • Office personnel who directly report to Business Administrator

Education

  • Bachelor’s Degree in Business, Finance or Accounting preferred
  • At least 7 years of bookkeeping experience
  • Prior experience working in a parish/diocese, government, or non-profit helpful
  • Prior payroll processing experience highly desirable
  • Prior supervisory experience

Skills

  • Ability to maintain confidentiality
  • General knowledge of Generally Accepted Accounting Principles (GAAP) and fund accounting,
  • including internal controls
  • Knowledge of Diocesan norms and Canon Law fiscal policies
  • Excellent interpersonal skills for interacting with pastor, staff, volunteers, and parishioners
  • Self-motivated, trustworthy steward of parish resources
  • Ability to multi-task, prioritize, and organize with ability to manage details and files related to all aspects of parish finance
  • Ability to perform accurate, detailed work in an organized and timely fashion
  • Proficiency in the use of computers including internet, email and Microsoft Office products
  • Prefer candidate with experience using Parish Data Systems
  • Successful completion of parish Safe Environment program

Contact:

Competitive salary with excellent benefits package. Please email cover letter (detailing how candidate meets posted minimum requirements) with salary history and resume to employment@dioceseofnashville.com

Job Location
Nashville, TN
Date posted
April 14, 2021

Competitive salary with excellent benefits package. Please email cover letter (detailing how candidate meets posted minimum requirements) with salary history and resume to employment@dioceseofnashville.com

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Position: Business Administrator

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Child & youth protection

CONTACTS TO REPORT ABUSE

  • TN DEPARTMENT OF CHILDREN SERVICES 24-HOUR REPORT LINE:  877-237-0004                                                                                                                     
  • DIOCESAN SAFE ENVIRONMENT ADMINISTRATOR at            615-645-9763