Bookkeeper Part-Time

Employment Status: Part-Time FLSA Status: Non-Exempt (Hourly) Schedule: Monday – Friday, Flexible (20 hours per week) Reports to: Business Manager

Summary:

The Bookkeeper fulfills the mission of the parish by ensuring effective and efficient administration of bookkeeping, accounting, and HR functions. This position supports multiple parishes assigned to the Pastor.  

Essential Functions

Accounting/Bookkeeping 

• Ensures that the Pastor and business manager are well informed of financial status, questions, concerns or outliers. 
• Will present to the Pastor and business manager for review and approval all proposed information to be presented to the Financial Council. 
• Prepares financial budget and reports for pastor and business manager approval and prepares status reports for staff.
• Records and tracks business financial transactions for the parish.  
• Prints checks and maintains parish checking account; reconciles account with bank statements and submits documentation for reimbursement. In a timely manner ensures that checks are mailed with sufficient time to avoid any late fees or negatively impact credit report. 
• Maintains accounts payable/receivable, payroll, deposit and financial records.
• Posts deposits of contributions, donations, and other receipts in accounting system. 
• Prepares change boxes for special activities and accounts for monies.
• Maintains accounting records; posts receipts and expenditures to proper accounts and prepares a variety of financial reports. 
• Maintains and reconciles other fund accounts as assigned; Reconciles budget printouts received from the Archdiocese Business Office Department and all parish financial data. 
• Responds to inquiries concerning account matters; meets with auditors and Business Office Department as necessary to provide records, information, and explanations.  
• Monitors budget to actual performance.
• Ensures all tax reports (941, W-2s, 1099s) are filed in a timely manner.
• Coordinates all financial reports and letters with the Pastor and business manager.
• Oversees electronic giving (credit card, online, ACH, etc.) records and deposits. 
• Performs monthly accounting tasks such as monthly general ledger entries and adjustments to close the month/quarter/year.
• Assists in facility rentals and take payments as needed. 
• Collaborate closely with the Stewardship and Outreach Coordinator to track, report, and manage fundraising income, ensuring accurate accounting and alignment with parish financial goals. 
• Manage parish collection process, including coordinating volunteer counters, securing weekly collections from safe, verifying accuracy and compliance with internal controls, and preparing deposits in accordance with financial procedures.
• Administer bank accounts for parish ministries, including bill payment, vendor account setup with pastoral approval, weekly financial reporting, and monthly reconciliations in collaboration with ministry treasurers.
• Obtain necessary licenses and permits for parish events (e.g., bingos, festivals, liquor sales) with pastoral approval, track event income, and ensure timely payment of quarterly taxes in compliance with regulatory requirements.
• Review service agreements and contracts to ensure proper parish designation, and coordinate setup of new vendors and service providers with required pastoral approval.

Human Resources Duties  

• Prepares, reviews, and submits bi-weekly and monthly payroll in a timely and accurate manner.
• Responsible for providing Pastor and business manager appropriate time report registers for review and approval. 
• Ensures employee records are always current and accurate in HRIS system.
• Coordinate with Human Resources on deployment and implementation of HR policy and/or process changes, as appropriate. 
• Assist Pastor and business manager in the administration of Archdiocesan Hiring Policies which include recruiting, hiring, onboarding and new employee orientation. 
• Reconciles employee benefits to monthly invoices and ensures completed correctly and in a timely manner.

Other Requirements

• Assists other office personnel in completing duties as needed. 
• Performs a variety of office duties, such as typing, filing, answering the telephone, opening, and distributing mail, assisting office visitors and other related duties as assigned. 
• Ability to establish and maintain effective working relationships. 
• Exceptional communication and collaboration skills.  
• Strong organizational and time management skills. 
• Ability to work in fast-paced environment.
• Always maintain confidentiality.
• Supports and upholds the philosophy of Catholicism and the mission of the parish. 
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.

Preferred Qualifications:

• 3-5 years previous accounting experience.
• Knowledge of General Accepted Accounting Principles (GAAP).
• Previous experience with accounts payable A/P, accounts receivable A/R, general ledger, payroll, and bank/benefit reconciliations. 
• Ability to compute rate, ratio, and percent.
• Proven experience with accounting software such as QuickBooks or other similar software.
• Intermediate level of proficiency with MS Office (Word, Excel, PowerPoint, Outlook)
• Bilingual (English/Spanish)  
• Experience with Parish accounting and payroll systems

Physical Demands:

• Office job at parish
• Must be able to remain in a stationery position 80% of the time. 
• Operates a computer and other office machineries such as copy machine/printer.
• Occasional lifting 10-20 pounds. 
• Physical use of telephone.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.