Parish Business Administrator

Description

Job Summary:

The Parish Business Administrator manages the parish’s assigned financial, administrative, personnel, and facilities functions; maintains reliable records and internal controls; and advises the Pastor on stewardship and operational needs. The position reports directly to the Pastor and exercises judgment within delegated responsibilities. The Pastor retains final approval over the parish budget, expenditures, contracts, financial obligations, compensation decisions, and any other matter with financial impact on the parish.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St. Catherine of Siena which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at St. Catherine of Siena help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Job Duties:

As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Catherine of Siena in both your professional and personal life.

Act as a witness to Gospel values by modeling the teachings of the Catholic Church. Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

Financial Management and Stewardship

Oversee the parish's daily financial operations, including accounting, budgeting, accounts payable, accounts receivable, cash management, and financial reporting.

Develop and monitor the annual parish operating budget in collaboration with the Pastor, Parish Finance Council, and appropriate parish leadership.

Review financial statements, revenue, expenditures, and budget variances; identify concerns and recommend corrective actions to the Pastor.

Establish and maintain appropriate internal controls, financial procedures, and documentation practices in accordance with diocesan requirements.

Coordinate financial audits, reviews, assessments, and reporting requirements with the Diocese of Austin and outside professionals, as appropriate.

Monitor parish financial obligations and recommend strategies to support responsible financial stewardship and long-term sustainability.

Parish Administration and Operations

Manage the parish's assigned business and administrative functions to support efficient daily operations and the effective delivery of parish services.

Develop, implement, and maintain administrative procedures, workflows, and operational improvements consistent with the Pastor's direction and diocesan requirements.

Evaluate administrative systems, resources, and operational needs; recommend improvements to enhance effectiveness, accountability, and service.

Oversee parish purchasing, vendor relationships, contracts, and administrative service arrangements within the limits of delegated authority.

Coordinate business-related matters with diocesan departments and external service providers, ensuring appropriate approvals are obtained.

Maintain accurate administrative records, contracts, and business documentation in accordance with applicable retention and confidentiality requirements.

Personnel Administration and Human Resources Coordination

Coordinate parish personnel administration, including recruitment, onboarding, employee records, payroll administration, benefits coordination, and employee separations, in consultation with the Pastor and Diocesan Human Resources.

Support the Pastor in implementing diocesan employment policies, personnel procedures, and applicable employment requirements.

Monitor employee timekeeping, leave requests, payroll information, and related documentation to ensure timely and accurate processing.

Assist the Pastor with employee performance management, staffing assessments, job descriptions, and personnel-related matters, seeking diocesan HR guidance when appropriate.

Provide administrative supervision and direction to assigned parish personnel, including work coordination, performance feedback, and accountability for assigned responsibilities.

Maintain the confidentiality of employee information and personnel matters, referring sensitive or complex concerns to the Pastor.

Facilities, Property, and Risk Management

Oversee the administrative coordination of parish buildings, grounds, equipment, and facilities maintenance to promote a safe, functional, and well-maintained parish environment.

Develop and monitor preventive maintenance schedules, facility service agreements, repair needs, and approved capital improvement activities.

Coordinate with vendors, contractors, and appropriate diocesan offices regarding property maintenance, repairs, insurance matters, and facility projects.

Evaluate facility conditions, operational risks, and anticipated capital needs; present recommendations and proposed expenditures to the Pastor.

Support implementation of diocesan safety, security, risk management, and property-related procedures.

Maintain appropriate property, maintenance, inspection, and insurance documentation.

Compliance and Internal Controls

Ensure assigned parish business operations comply with applicable diocesan policies, established parish procedures, and relevant civil and regulatory requirements.

Implement approved internal controls to safeguard parish assets, maintain accurate records, and ensure proper authorization of financial transactions.

Coordinate timely submission of required financial, payroll, insurance, and administrative reports.

Identify and communicate potential compliance concerns, operational deficiencies, or financial irregularities to the Pastor and appropriate diocesan offices.

Support corrective action plans arising from financial reviews, audits, operational assessments, or compliance findings.

Assist in maintaining business continuity procedures and appropriate safeguards for parish information, financial systems, and administrative resources.

Parish Leadership and Collaboration

Serve as a principal administrative advisor to the Pastor, providing timely financial information, operational assessments, and recommendations to support informed decision-making.

Collaborate with the Parish Finance Council by preparing financial reports, budget information, and supporting documentation for the Pastor's review and presentation.

Work collaboratively with parish clergy, ministry leaders, administrative staff, volunteers, and diocesan departments to coordinate business and operational needs.

Participate in parish leadership and planning meetings as directed by the Pastor.

Support responsible resource allocation and operational planning consistent with the parish's pastoral priorities and financial capabilities.

Other Duties and Responsibilities

Perform other duties as assigned by the Pastor that are consistent with the position's administrative responsibilities and the mission of the parish.

Supervisory Responsibilities

Provides direct supervision to assigned administrative, business, or operational employees as designated by the Pastor. Supervisory responsibilities may include work assignments, scheduling, training, performance feedback, and recommendations concerning personnel actions.

Final authority regarding hiring, termination, compensation, and other significant employment de