Bookkeeper

Summary of Benefits Reports to: Pastor Bookkeeping · Process and pay invoices and file paid invoice copies. · Post all accounting data into QuickBooks program. · Reconcile bank accounts monthly. · Prepare and submit data to diocesan accounting department for parish financial reports. · Reconcile diocesan financial reports with parish QuickBooks program. · Serve as resource person for Parish Finance Council; attend and prepare reports for quarterly Finance Council meetings; assist Pastor and Finance Council in the preparation of the annual budget. · Enter school tuition and fees FACTS payments into QuickBooks. · Serve as liaison with diocesan offices. · Communicate donation information with parish secretary for posting in church bulletin. · Share school financial information with school Principal and Pastor. · Reconcile Mass Intention Journal with checking account annually, forwarding overage to diocesan office. · Produce and distribute annual donation statements for all parishioners giving over $500.00. · Collect W-9 forms and certificates of liability insurance from vendors. · Mail IRS forms 1096 & 1099 annually. · Submit W-2 information for priest(s) to the diocese. · Utilize the FACTS school tuition and enrollment database as needed.

Donations & Deposits · Tabulate automatic giving donations in QuickBooks. · Work with volunteer money counters in totaling weekly collections. · Process and take deposits for church and school to the bank. · Code deposits in QuickBooks accordingly. · File deposit paperwork and receipts in appropriate files. · Post and oversee volunteer posting of all envelope receipts and donations to the Parish Data System (PDS). · Process donor acknowledgement letters for qualified charitable distribution donations. · Reconcile school deposits with school administration’s spreadsheet immediately after the deposit is made. · Work with school staff in Guardian Angel appeal mailing, donation tracking, public digital donor acknowledgement, and donor acknowledgement mailing. · Collect votive candle monies with parish Secretary. · Seek, submit, and maintain information for Walmart school grant.

Human Resources · Maintain employees’ employment files. · Process new employee paperwork and employee termination paperwork; send paperwork to the appropriate diocesan departments. · Generate contracts for salaried staff and process accordingly. · Process end of calendar year accounting paperwork and submit to proper entities (i.e., federal government, state government, diocesan accounting department). · Tabulate employee vacation days, sick days, personal days, and paid personal time hours. · Process criminal background checks for employees and volunteers. · Communicate changes in employee handbook and diocesan policies to parish and school staff.

Miscellaneous · Prepare for diocesan audits; implement post-audit procedure changes. · Assist Principal in ISBE audit preparation. · Destroy old files according to the diocesan document retention schedule. · Attend semi-annual Business Managers’ meetings. Payroll · Distribute parish and school employee timesheets; gather timesheets for processing. · Process payroll in Paylocity program. · Input payroll into QuickBooks. · File payroll paperwork. · Scan and email payroll figures to the diocesan accounting department. · Make Pastor and/or Principal aware of employee overtime. · Distribute paychecks and/or paycheck stubs.

Purchasing · Make purchases for parish office and Parish Buildings & Grounds Commission.