Parish Business Manager

Parish Name: St. Mary Star of the Sea Catholic Church

Location: 609 Pier View Way, Oceanside, CA 92054

Reports to: Pastor

Employment Type: Full-Time

FLSA Status: Exempt

Pay: $71,000.00 – 75,000.00

Position Summary

To ensure the effective and efficient operation of the parish office by overseeing and coordinating clerical, administrative, and organizational processes. Serve as the primary point of contact for parishioners, visitors, clergy, staff, and others reaching out to the parish in person, by telephone, or via email. Provide administrative and organizational support to the pastor in managing the parish's day-to-day operations, coordinating projects, and ensuring the smooth, effective delivery of parish services.

Primary Responsibilities

• Prepare annual budget for approval by the Pastor and Finance Council.
• Generate monthly financial reports for the Pastor and Finance Council.
• Attend quarterly Finance Committee Meetings.
• Attend Pastoral Council Meetings when needed.
• Participate in ad hoc Parish Building Committees.
• Review all contracts before the Pastor signs them.
• Complete the annual financial report to the Diocese.
• Verify employee timesheets and process payroll on a bi-weekly basis.
• Generate the annual information for the 1099s to be issued by the Diocese.
• Prepare annual real estate and personal property reports to be submitted by the Diocese.
• Attend Diocesan meetings for business managers.
• Meet with parishioners to determine their fees, sign contracts, and collect deposits for use of parish venues.
• Oversee the maintenance of the parish database with the collaboration of the administrative staff.
• Manage electronic payment and donation services.
• Control the petty cash box.
• Work and communicate closely with the Pastor daily.
• Send donor acknowledgments and statements of contributions for tax purposes.
• Facilitate parishioner stewardship and fundraising activities, including capital campaigns.

Human Resource Responsibilities

• Supervise all staff, including but not limited to their processes, workload, performance, and time off
• Supervise the maintenance workers to ensure that regularly scheduled maintenance is being completed on time
• Be part of the process of interviewing, recommending, and hiring new staff members
• Orientation and onboarding of new staff, making sure they understand all employee benefits
• Fill out appropriate personnel forms
• Maintain personnel files, including sick and vacation logs
• Serve as a buffer or intermediary when staff members have problems with each other, always listening to both sides to understand the situation and trying to resolve related issues
• Advise employees and volunteers on best practices for efficient processes in their work

Administration Responsibilities

• Collaborate with staff to maintain the Parish Master Calendar for all events.
• Communicate with vendors and contractors to ensure they meet expected standards.
• Approve and/or order supplies.
• Order Office, Janitorial & Maintenance Supplies, including supplies needed for the Church & Sacristy.
• Walk the entire campus (2 times per week) to inspect for needed maintenance and repairs visually
• Receive correspondence and distribute.
• Review weekly Parish bulletin and email for editorial suggestions.
• Prepare bulk mailings to parishioners and friends of the parish, i.e., Christmas, Easter, Contributions Statement, ACA, etc.
• Fill in where needed, so the Parish continues running without interruption.
• Have a general comprehension of all jobs in the Parish.