Multi-Parish/School Accounting Clerk

Under the direct supervision of the Manager and in accordance with established policies and procedures, performs confidential clerical assignments utilizing in-depth knowledge of diocesan operations, procedures, and personnel. Manages the communication and office needs of the Department of Multi-Parish/School Accounting (MPSA).  Prepares and types letters, reports, articles, and summaries. Schedules all calendars, including appointments, meetings, workshops and conferences.  Develops and maintains filing system and keeps all lists updated. Performs routine data entry for the department. Handles all telephone calls for the department. 

GENERAL

• Answers telephone, take accurate messages, screen telephone calls and visitors, and answer routine questions and/or route calls to appropriate staff persons for the department
• Receive, read, and route incoming mail to the Manager, MPSA staff.  Prepares and mails all outgoing mail, including general mailings for the department
• Maintains files of correspondence and other records for the department 
• Maintains calendar including but not limited to meetings, appointments, workshops, seminars, conferences, etc.  for the department
• Prepares all payment orders and maintain on-going budget files for the department
• Make deliveries, pickups, purchases as requested
• Maintains a good working relationship with co-workers
• Maintains confidentiality of all materials 
• Must be able to prioritize work and coordinate with Manager and MPSAs
• Demonstrates attention to detail
• Able to take direction from multiple staff members
• Must have a reliable means of transportation, proof of financial responsibility, must provide a copy of valid Driver’s license and proof of personal automobile insurance 
• Assumes and/or performs additional duties as requested and assigned by the Manager
• Maintains supply list and supplies for department including but not limited to paper, notebooks, general office supplies, etc. 
• In coordination with Manager assist in all procedural documents
• In coordination with MPSAs assist with data entry of budgets, research invoices and payments
• In coordination with MPSAs and as directed works with Claims Risk Manager regarding Service Provider/Vendor Agreements
• In coordination with MPSAs works with Parish Secretaries to obtain Form W9s from individuals 
• In coordination with MPSAs input check requests into software for processing and print checks
• In coordination with Manager and MPSAs organizes and scans all files into electronic filing system
• In coordination with Manager and Pastor assist MPSAs with organizing files/shredding for each location serviced
• Responsible for maintaining files for all MPSAs (payroll, accounts payable, journal entries)
• Assist Parish Secretaries with contribution software to insure accuracy of deposits
• In coordination with Manager and MPSA may deliver and pickup work in absence of MPSA
• Other related duties as assigned

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

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 essential functions.

EDUCATION and/or EXPERIENCE

High School diploma or GED required to successfully accomplish the essential duties of this job. At least three years of experience in data entry and accounting or bookkeeping required. Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software (all Microsoft Office products, and database programs).

LANGUAGE SKILLS 

Ability to read and comprehend instructions, correspondence, and memos.  Ability to write correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

REASONING ABILITY 

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Must have a current valid Texas Driver’s License and must attend the Safe Environment Training and earn a certificate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee frequently is required to sit and reach with hands and arms.  The employee is occasionally required to stand, walk, and climb stairs.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, typical of an office with computers and printers.

This is a forty-hour per week position. Office hours for this position are from 8:00am until 5:00pm Monday through Friday. Some evening work may be necessary.