St. Cecilia Church and School

POSITION TITLE: Business Manager

JOB CLASSIFICATION: Exempt, Full-Time

DEPARTMENT/PROGRAM: Office Administration

REPORTS TO: Parish Pastor/Administrator

SCHEDULE: Monday - Friday

PAY RANGE: $80,000 - $100,000 Annually

Based on experience, education and qualifications.

Summary:

The position of Parish and School Business Manager, reporting director to the

Pastor/Administrator, requires management and oversight of all financial activities of the school

and parish, including budgeting, forecasting, payroll/human resources, financial reporting, and all

accounting functions. The Manager assists the Pastor/Administrator with the stewardship of the

physical, financial and personnel resources for the parish. Primary areas of responsibility include,

but are not limited to: office management; human resources; accounting and finance. This role

interacts regularly with diocesan offices (e.g., Finance, Audit, Risk Management, Human

Resources, Schools), parish advisory councils, banking personnel, and public. This position

requires sound financial management skills, attention to detail, and discretion in handling

operational challenges and confidential matters.

The St. Cecilia Parish and School Business Manager performs all duties and responsibilities in

alignment with the mission, vision and values of the Roman Catholic Diocese of Orange.

ESSENTIAL FUNCTIONS:

Financial Management & Reporting

• Maintain accurate financial records in compliance with diocesan policies and procedures.

• Prepare and manage budgets; provide monthly financial statements and forecasts.

• Ensure internal control compliance for payments, cash handling, and financial transactions.

• Reconcile general ledger accounts monthly and post adjusting journal entries.

• Review and process vendor invoices, ensuring proper documentation, authorization, and

account coding.

• Process and reconcile accounts payable/receivable, tuition collections, and payments.

• Administer and manage accounting software, including FACTS and QuickBooks.

• Provide reports and information for external audits and annual compliance reviews.

Payroll & Human Resources

• Process payroll, including data collection, calculation, and entry, ensuring compliance with

diocesan policies.

• Resolve payroll discrepancies and assist site managers with payroll-related inquiries.

JOB DESCRIPTION

• Support human resource management, including compliance with employment practices and

policies.

• Assist with personnel recordkeeping and processing of new hires into payroll, health plan and

other benefits.

• Work with RCBO Offices of Human Resources and Finance to ensure that appropriate

documentation is maintained in payroll, accounting and personnel files. Secure and maintain

personnel and financial records according to federal, state, and any other applicable

regulations.

• Implement personnel policies in accordance with the RCBO guidelines regarding hiring and

termination, job descriptions, personnel evaluations, etc.

• Evaluate support staff through yearly performance reviews.

• Oversee implementation of guidelines and policies for volunteers.

Administrative Support

• Assist with system software needs and diocesan administrative tasks.

• Oversee financial aid application evaluations and delinquency management.

• Support promotional and outreach activities for schools and parishes.

• Attend pastoral, parish, school, and board meetings as required.

Operational Oversight

• Supervise and support office staff (e.g., business, relationship, and office managers),

accounting personnel, and maintenance teams.

• Manage vendor relationships, including processing annual 1099 forms.

• Coordinate weekly collection counts and oversee volunteer participation as needed.

• Responsible for implementation of and execution of various Risk Management policies and

programs, including Worker’s Compensation.

• Oversee the maintenance of all parish and school facilities, including the routine inspection of

the grounds, installations, and equipment to determine necessity of repairs, maintenance or

replacement.

• Plan and direct building and grounds improvements that ensure that the facility’s appearance

positively reflects and enhances the parish and school in the community. Plan and schedule

work with minimal interruption to parish and school activities and communicate any

transportation and related interruptions to employees and community. Secures necessary

permits for such work.

• Oversee all security measures and systems, including alarms and security contractors. Work

with Pastor, principal and staff to ensure existing security policies and procedures are

operative in order to provide adequate security of buildings and people working in and

accessing building and grounds.

• Monitor and implement and test emergency backup plans and procedures, working with

Pastor and principal to ensure that systems are functional in the event of interruption.

Other Responsibilities

• Provide training and facilitate group presentations for staff on financial and operational

processes.

• Analyze and evaluate operational efficiency, making recommendations for improvement.

• Perform additional duties as assigned.QUALIFICATIONS & EXPERIENCE:

• Bachelor's Degree in Business Administration, Accounting, or Finance preferred.

• 3-5 years of business-finance work experience.

• Supervision, leadership, and good communication skills.

• Understanding of fiscal planning/management, accounting, and payroll functions.

• Track record of academic and professional excellence.

• Ability to learn and administer parish and school operating software (e.g., QuickBooks, Aplos,

Microsoft Office products, FACTS).

• Experience in basic human resource management practices.

• Facilitate group presentations and training of staff.

• Understanding of Catholic social teaching and its application to school-parish operations.

Preferred:

• Church or non-profit experience

• Practicing Roman Catholic

Physical Requirements/Work Environment

• To perform duties of the job, the employee may on a regular basis be required to stand, sit,

talk, hear/listen, reach, stoop, kneel and use hands and fingers to operate a computer,

keyboard and other office equipment. Close vision requirements apply due to the nature of

computer work.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Working Conditions: Typical office environment.

Equipment & Software Used: Basic computer equipment, keyboard, mouse, telephone, copier, calculator

and shredder/ FACTS, QuickBooks, SIS and other program software.

Essential Physical Tasks: Communicate, move, remain stationary, reach, occasionally carry materials

as needed weighing up to 30 lbs.