Job Title:Business Administratorflsa: Exempt

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

Job Title:Business AdministratorFLSA: Exempt

Reports to Title:PastorDate: March 2013

Provides work direction to:Maintenance Director, Clerical Staff,

Other designated employees

Receives work direction from:Pastor

Full-time, 40 hours per week with benefits.

Employees of The Church of St. Rita are not considered employees of the Archdiocese of St. Paul and Minneapolis.

Probationary employees of The Church of St. Rita must pass a background check, attend a VIRTUS (Protecting God’s Children) session and sign a Pastoral Code of Conduct before full or part-time employment is offered.

Job Purpose: This position, under direct supervision of the pastor, is to oversee and be responsible for overall financial, administrative, office services, human resources, facilities & property management. Also some supervision of staff in such a manner that it is supportive to the work of the pastor and enables other ministries to function effectively. Further, to provide support to other parish staff, advisory councils, commissions and committees and parishioner needs when required. Flexibility, creativity and enthusiasm for ministry to members of this community are important aspects of this position.

*GENERAL RESPONSIBILITIES: Employment in and by the church is substantially different from secular employment. Church employees must conduct themselves in a manner, which is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the Archdiocese, such that it can embarrass the Church or give rise to scandal. This position does not require that the employee by a Catholic. It is expected that all employees respect Catholic doctrine and religious practices. Reasonable accommodation for the religious practice of employees not of the Roman Catholic faith will similarly be provided. Must have the ability to maintain confidentiality and to be present, ready to work and on time for all scheduled hours.

*Job Skills and Requirements:

• A bachelor’s degree in Business Administration, Finance, Accounting or a related field or equivalent experience required. Minimum of three years of experience.
• An applicant of the Roman Catholic faith, who is an active participant of the religious practice, is preferred. This should be addressed on your resume.
• Experience or training in accounting, supervision, human resources and office management and facility management.
• Must have ability to maintain confidentiality.
• Excellent verbal and written communication and people skills.
• Knowledge of computer systems including Microsoft Office Suite, electronic communication software, financial reporting and accounting software, membership software, scheduling software. LOGOS Church Management Software preferred.
• Organization and record-keeping skills.
• Ability to prioritize and be flexible.
• Timely and consistent attendance and availability in the evenings for committee meetings.
• Knowledge of fund-raising, construction, property management and maintenance are helpful.

*Major Responsibilities/Essential Functions

Responsible for parish administration and business matters as well as the financial resources of the parish.

* Financial Management

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

• Manage Budget, maintain computer accounting system; monitor receivables, payables and expense accounts. Prepare internal reports for Finance Council and external financial reports for Archdiocese. Work with accounting consultant.
• Maintain checkbooks, savings and investments for parish.
• Maintain banking relationship for parish.
• In conjunction with Pastor and Finance Council:

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

1. Implement, monitor and evaluate internal financial security controls.
2. Develop and monitor accounting procedures and practices; oversee financial reviews.
3. Develop and produce financial reports for parish.
4. Monitor and evaluate investments.
5. Manage fund-raising programs.

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

• Send out quarterly and year end contribution statements to parish.
• Send membership information to company for mailing of contribution packets.
• Implement and maintain parishioner electronic transfer contributions.

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

*Personnel Management:

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

• Manage payroll, benefits administration and maintain personnel files.
• Prepare annual salary and benefit notices for all staff.
• Prepare monthly, quarterly, yearly federal and state tax reports and payments. Prepare year-end W2 statements.
• Prepare insurance and annual archdiocese reports as needed.
• Participate and prepare necessary reports for church annual salary survey.
• Assure compliance with civil and ecclesiastical personnel regulations in collaboration with Archdiocese Human Resources.
• Develop, implement and periodically review parish personnel policies, including the employee manual.

• Hire, train, and evaluate part-time office and maintenance personnel.
• Supervise evening receptionist and maintenance personnel.
• Supervise Pastoral Associates in regard to Human Resources/payroll, Finance/budget, Facility/office maintenance.
• Meet with Pastor as required.

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

* Property Management

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

• Assure compliance with safety, security and environmental regulations and practices. Maintain communications with business community: Fire marshal, heating systems, telephone systems, Excel Energy.
• Invite, negotiate and review all service agreements, contracts and bids. Monitor to assure compliance with specifications.
• Develop and oversee building security program. Administer key use and controls.
• Oversee development and administration of building use and crisis management policies and procedures.

• Work with Pastor and Finance Council on long range planning for building maintenance, capital improvements, and repairs.
• Work with maintenance to maintain building, contact technicians for repairs as needed.
• Work with the maintenance director to write, implement and update a maintenance manual for the church building and grounds.
• Other duties as required.

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

* Office Management

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

• Oversee the purchase of office supplies and systems: telephone, computers, office furnishings, mailing systems, copy and fax systems.
• Maintain office-filing system. Prepare and maintain forms system.
• Open and handle parish mail as required. Prepare bulk mailings.
• Coordinate Sunday bulletin advertising with publishing company.
• Record, handle requests, notations for all Sacramental Registries, when secretary unavailable.

CHURCH OF ST. RITA

8694 80th Street South

Cottage Grove, Minnesota 55016

* Miscellaneous responsibilities as assigned and as required:

• Be business liaison with the Archdiocese and other church entities. Attend meetings as required.
• Attend Finance Council monthly meetings, pre-meeting preparation and follow-up.
• Be available as consultant to the Pastoral Council and companion bodies when requested by the Pastor on matters pertaining to human resources, finance and facility management.
• Maintain membership and attend Archdiocese Parish Business Administrators (APBA) meetings.
• Assist office staff as required.

*Staff Responsibilities:

• Strive toward effective and harmonious working relationships with the other members of staff.
• Spend adequate time in personal and professional preparation through reading and study in the areas of human resources, facility management, and financial management.
• Participate in all staff meetings and staff enrichment programs.
• Serve as guest teacher or resource person for other parish programs.
• Budget Management.

* Other Responsibilities:

The responsibilities listed above are representative of the position and are not all-inclusive. More detailed listings of the duties and tasks are outlined in supplemental documents. These supplemental documents may include policy handbooks, employee handbooks, Codes of Conduct, posted procedures, etc.

Those proceeded by “*” are essential functions of the job.

EMPLOYEE: I have reviewed this job description and agree it is an accurate representation of the responsibilities of my job. I understand that as the organization’s needs change, my job description may change.

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SUPERVISOR: I have reviewed this job description and agree that it is an accurate representation of the responsibilities preformed in this job.

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