Business Manager

Description

SUMMARY

The parish Business Manager is an administrator who supports the Pastor in the day-to-day operations of the parish. This role is responsible for coordinating financial, administrative, and operational functions to ensure the effective stewardship of parish resources and the smooth functioning of parish activities. The Business Manager works closely with parish staff, volunteers, and diocesan offices to support business operations, implement established processes, and address a wide range of operational needs within the parish. This position requires sound judgment, strong organizational skills, and the ability to manage multiple priorities in a dynamic environment. The Business Manager is a person of faith committed to Gospel values and supports the mission of the parish through responsible management and service to the parish community.

The Diocese of Orlando four core values lay the foundation for the work performed by employee.

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and functions outlined herein are representative of the types of tasks performed within this classification. They are not listed in any order of importance. The omission of specific duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this role. Other duties may be required and assigned.

Facilities Management

• Coordinates and oversees construction, improvements, and repair projects, ensuring appropriate planning, execution, and stewardship of parish resources.
• Reviews bids and quotes and provides recommendations to the Pastor; coordinates contracting processes in collaboration with the Diocesan Office of Ecclesiastical Properties, when required.
• Ensures preventive maintenance programs are established and effectively maintained for all parish properties.
• Coordinates facility safety and security measures to protect parish property and personnel.
• Serves as liaison with the Diocesan Office of Ecclesiastical Properties for maintenance and construction matters.

Administrative

• Oversees parish administrative functions, ensuring effective and efficient office operations and proper management of parish records.
• Coordinates parish liability and property insurance, and workers’ compensation in collaboration with the diocesan general insurance program.
• Maintains effective working relationships and communication with parish staff, volunteers, ministries, and external partners.
• Participates in pastoral staff, Parish Council, and other committee meetings as appropriate to support parish operations.
• Attends all diocesan meetings, as necessary, representing the parish and the Pastor.
• Serves as a resource to the Pastor on administrative and operational matters affecting the parish.
• Ensures professional and effective communication with staff, leadership, and diocesan offices.
• May support parish events and initiatives through coordination with staff and volunteer committees, as needed.

Personnel

• Supports the implementation of diocesan human resources policies and procedures at the parish level and serves in a coordination role only; the Diocesan Office of Human Resources retains authority over all human resources programs, policies, and guidance.
• Facilitates employee enrollment in diocesan benefit plans in coordination with the Diocesan Office of Human Resources, including insurance, annual enrollment, retirement, and 403(b) plans; provides ongoing information and support to employees.
• Serves as a primary point of contact for employees regarding payroll and human resources inquiries, escalating matters to the Diocesan Office of Human Resources as appropriate.
• Coordinates onboarding and offboarding processes, ensuring all required documentation and workflows are completed accurately within the HRIS system.
• Ensures timely and accurate processing of personnel actions within the HRIS system and maintains accurate employee and pay records.
• Ensures compliance with diocesan background screening and fingerprinting requirements.
• Supports the maintenance and updating of job descriptions in coordination with the Diocesan Office of Human Resources.
• Ensures implementation and consistent use of diocesan performance management processes at the parish level.
• Provides day-to-day supervision of administrative or clerical staff, ensuring clear communication of responsibilities and appropriate support.

Financial

• Coordinates the development and administration of the parish budget in collaboration with the Pastor and Finance Council.
• Monitors financial performance and supports the preparation of financial reports for the Pastor and Finance Council.
• Reviews financial reports provided by Diocesan Shared Accounting Services (DSAS) to ensure accuracy, completeness, and alignment with parish operations.
• Serves as liaison between the parish and the diocese, including Diocesan Shared Accounting Services (DSAS), on financial matters.
• Coordinates day-to-day financial processes, including accounts payable, receivable, and related activities, in collaboration with parish staff and DSAS.
• Prepares and submits payroll data for processing and reviews payroll registers to ensure accuracy and proper authorization of pay.
• Ensures appropriate internal controls and financial practices are followed, including oversight of cash handling procedures and offertory processes.
• Reviews and approves expenditures in accordance with the approved budget and established internal controls.
• Supports audit processes and ensures required financial documentation is maintained and available as needed.
• Coordinates and monitors parish and ministry funds to ensure proper use and compliance with diocesan policies.

Additional Responsibilities

• Performs additional duties and projects as assigned by the Pastor.
• Ensures compliance with applicable federal, state, and local laws, as well as diocesan policies and procedures.
• Maintains confidentiality and exercises sound judgment in handling sensitive financial, personnel, and operational matters.

Requirements

QUALIFICATIONS

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

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that 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 policies of the Diocese.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree in Business, Accounting, Finance, or a related field from an accredited university.
• Minimum of six (6) years of experience in business operations, financial administration, or a related area, including experience with budgeting and financial oversight. 
• Minimum of three (3) years of supervisory experience.
• Experience within a Catholic environment preferred.

OTHER SKILLS and ABILITIES

• Working knowledge of budgeting principles and financial processes, including general ledger and reconciliation concepts.
• Proficiency in Microsoft Office applications, including Word and Excel; experience with financial and HRIS systems (e.g., Paylocity, QuickBooks, PDS) preferred.
• Working knowledge of accounting practices with the ability to oversee financial processes, monitor cash flow, and support parish financial operations in coordination with diocesan services.
• Working knowledge of facilities operations and building systems maintenance.
• Strong organizational and interpersonal skills, with the ability to work effectively with clergy, staff, volunteers, and parish communities.
• Ability to plan, organize, and manage multiple priorities in a dynamic environment.
• Strong communication skills, both written and verbal, with the ability to effectively support the Pastor and collaborate with diocesan offices.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Strong analytical and problem-solving skills, with the ability to gather information, evaluate situations, and implement effective solutions.

WORKING ENVIRONMENT

Work is performed mostly in an office setting. Employee may be required to work more than 40 hours including occasional evenings and weekends; performs extensive computer work.  

PHYSICAL REQUIREMENTS

The ability to sit and stand for extended periods of time. Must be able to reach, grasp, feel, and see up close and from a distance. Must be able to use standard office equipment and computer hardware, with or without reasonable accommodation. Must be able to communicate effectively, both verbally and in writing.

Tasks require the ability to perform sedentary to light work, which may involve occasional lifting, carrying, pushing, and/or pulling of objects and materials of light weight (up to 15 pounds). Work may involve extended periods of time at a computer or workstation.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.