Job Description
Bookkeeper Secretaries handle financial records, reconcile accounts, and prepare reports using QuickBooks for parishes. They greet visitors, respond to communications, and maintain vital statistics like sacraments and marriages. This role supports pastors by managing deposits, coding vouchers, and tracking finances in multiple community locations.
Diocese of Jefferson City oversees parishes like St. Bonaventure, Hurricane Branch, and Indian Grove in Marceline. The organization governs insurance and retirement plans via documents, ensuring compliance across community settings.
Secretaries create bulletins and calendars, schedule mass intentions, and assist with payroll onboarding via Paylocity. They bill parishes for salaries, prepare tax statements, and attend training seminars. Work includes secretarial tasks like copying flyers, maintaining supplies inventory, and informing councils of updates. Physical requirements involve walking and carrying supplies, with flexibility for hours Tuesday to Friday.
The full-time hourly position offers 32 hours weekly, Tuesday through Friday, with benefits eligibility governed by plan documents. Pay varies by agreement, including flexible make-up for other days off. Professional development through seminars supports growth, with confidentiality and people skills essential for relations with volunteers and staff.
Responsibilities
- Greet visitors to the office professionally
- Respond to mail, emails, voicemails, and telephone calls
- Assist other staff members with tasks
- Perform secretarial duties such as scheduling meetings and copying flyers
- Maintain accurate records of meetings and prepare packets
- Keep vital statistics including sacraments, deaths, marriages, council minutes, Virtus training, and mass counts
- Keep pastor informed of concerns
- Create weekly bulletins and monthly calendars and distribute them
- Schedule mass intentions and ensure payment and deposit
- Schedule eucharistic and liturgical ministers
- Maintain positive relationships with councils and volunteers
- Maintain inventory of church supplies
- Handle questions about policies and procedures
- Assist with payroll, onboarding, and reporting via QuickBooks and Paylocity
- Make sure documentation for FMLA, Term, New Hire, Workers Comp is sent
- Prepare bank deposits and record receipts
- Reconcile accounts and run tithe reports monthly
- Prepare vouchers, coding, and payment of invoices
- Bill parishes for priest salaries and reimbursements
- Prepare year end financials, tax statements, and Diocese reports
- Ensure compliance with Diocese guidelines and share information
- Attend training seminars
Requirements
- Intermediate knowledge of Microsoft Word and Microsoft Excel
- 3-5 years previous training or experience as a bookkeeper/finances
- Experience with QuickBooks is a plus
- Ability to maintain confidentiality
- Intermediate and accurate mathematical skills
- Great people skills
- Computer and organizational skills