Parish Administrative & Accounting Assistance

Job Description

Key Responsabilités

1. Administrative Activities & Support

• Provide day-to-day administrative support to the Pastor and occasional support to specific parish teams such as the pastoral team and Divine Renovation Leadership Team and facilitate the implementation of decisions made by the Wardens’ Council.
• Ensure effective management of the Pastor’s calendar and maintain an up-to-date parish activity calendar to support alignment across all scheduled events and flag potential conflicts to the relevant teams and the Pastor for resolution.
• Provide administrative assistance to prepare and distribute meeting materials such as agendas, minutes and relevant documentation; attend meetings as required and as requested by the Pastor.
• Serve as a liaison between the Pastor and parish teams; delegate and coordinate activities on the Pastor’s behalf as directed.
• Oversee incoming and outgoing communications, as directed by the Pastor in conjunction with the secretarial staff as needed.
• Oversee and collaborate with the Communications Committee, assign their tasks, including recruiting & training, and coordinate the publication of parish activities on social media and the website.
• Assist with the organization and follow-up of events and initiatives led by various parish ministries and teams (e.g., Wardens’ Council, Faith & Family Office, young adults and teen programs, Divine Renovation Leadership Team, Liturgy Committee, etc.).
• Coordinate logistics and planning for key parish events (e.g. fundraising events, etc.).

2. Accounting & Reporting

• Maintain and update a vendor register, tracking services rendered, key contacts, contract terms, and fees.
• Ensure all vendor contracts are up to date by proactively managing renewals, negotiating terms as needed, ensuring proper approvals prior to signature in compliance with diocesan and parish financial policies, and updating the vendor register accordingly.
• Review, code, and process vendor invoices using SAGE 50 accounting software, ensuring proper approvals for payment and compliance with parish financial policies.
• Record weekly revenue and expense entries in SAGE 50 accounting software.
• Perform monthly bank reconciliations and ensure records are accurate and up to date.
• Prepare monthly financial reports for the Pastor and Wardens’ Council meetings.
• Prepare annual financial reports and assist with the end-of-year documentation.