Director of Parish Operations - Middletown, United States - Archdiocese of Baltimore

Description

Position Summary

The Director of Parish Operations (DPO) provides comprehensive support primarily to the Pastor in the oversight and direct management of the temporal goods of the Parish. The DPO, in conjunction with the pastor, serves as the chief administrative officer for the parish and its day-to-day operations. The DPO supervises parish staff (except those reserved to the pastor), and is responsible for finance, human resources, information technology, communications, and facilities management. The DPO possesses and maintains an in-depth understanding of the Mission of the Catholic Church and of the Parish and brings that understanding to bear in all considerations and decisions made within the scope of the essential functions listed below.

Essential Functions

Financial: Oversee and directly manage the financial processes of the parish, to include:

• Maintaining an accurate and complete accounting system.
• Timely reconciliation of all accounts.
• Recording and depositing of Parish revenue from all sources
• Timely and accurate payment and recording of all expenses
• Accurate completion of payroll and payroll related tax matters, as well as recording of employee leave balances
• Accurate and timely completion of monthly, quarterly, and annual financial statements and reports both internally and to the Archdiocese of Baltimore
• Implement and oversee internal control structure and ensure that controls function properly, in all process areas, including but not limited to revenue collection, vendor payments, payroll, bank account monitoring and maintenance, financial reporting, governance and programs and organizations.
• Ensure that all process areas have the appropriate segregation of incompatible duties and where necessary risk migrating controls have been implemented.
• Present monthly, quarterly and annual financial reports to the Pastor, Pastoral Council, Finance Committee, Corporators and other required parties.
• Utilize financial data to consult with Pastor and appropriate parties on matters of stewardship; fundraising and capital needs, and expense control
• Interpret monthly, quarterly, and annual financial trends and apply those trends where appropriate for strategic planning
• Prepare and administer annual operating and capital Parish budgets and present to appropriate parties for review; monitor budget vs. actual on income and expenses and recommend necessary and timely adjustments
• Serve as a resource on financial matters to Parish staff, consultative bodies, organizations, and parishioners
• Perform all preparatory tasks for Parish audits; work with Archdiocesan and external Audit entities to complete audits and to implement recommendations
• Serve as a Liaison with Archdiocesan offices on financial management and audit
• Serve as primary parish contact with financial institutions

Administrative: Direct and evaluate the operation of the parish to ensure that all activities, staff, and volunteers support the Mission of the Church and Parish, to include:

• Establish office coverage and core hours for staff to insure parishioner needs are met
• Direct and coordinate the compilation of data required for annual Archdiocesan
• Consolidated Report and other management reports required or requested by Pastor; insure accurate and timely recordkeeping for: Parish census, Ministry Platform and Sacramental records, etc.
• Ensure proper maintenance and usage of the Ministry Platform(MP) census system.
• Oversee the various aspects of grant applications and administration.
• Direct the maintenance and updating of Parish office equipment.
• Coordinate the hiring and selection of personnel as directed by Pastor and according to Archdiocesan Human Resources and Office of Child and Youth Protection policies
• Assist the Pastor in establishing job descriptions, goals, and objectives for all staff.
• Supervise all non-pastoral staff members. Effectively and timely handle any performance or other work-related concerns with staff. Keep the Pastor apprised of such concerns as needed.
• Assist the Pastor in determining the agenda and conducting regular staff meetings.
• Ensure that records of Pastoral Council, Finance Committee, Corporator, and similar meetings are maintained and readily available as needed.
• Act as a liaison between the parish school or regional school.

Communications: Oversee and support the communications efforts of the parish to engage, educate and elicit action on the part of the parish community.

• Oversee website content to ensure it is maintained with timely information, appropriately conveys the parish's identity, and adequately engages all who visit.
• Oversee and monitor communications through social media to ensure posts are strategic, purposeful, and engaging.
• Oversee MP communication to ensure regular impactful communication.
• Oversee the production of the Bulletin in paper and website form to ensure its overall presentation is consistent with other forms of parish communications while also limiting redundancy.

Information Technology: Oversee the technology resources and ensure that they meet the current and future needs of the parish.

• Monitor the website's technical platform to ensure that it is structured to support the needs of the parish.
• Oversee the IT support structure, including copiers to ensure that all technology needs are met timely and adequately.
• Monitor the compatibility, connectivity, and access to the network to ensure adequate availability and usage.
• Oversee the Network Security protocols to ensure that the parish technology is adequately protected.

Facilities: Oversee the ongoing usage and maintenance of the parish's real and personal property to ensure its adequacy and availability for current and future parish ministry needs.

• Collaborate with Facilities Manager and Pastor to manage major repairs or new construction; to implement goals, oversee upkeep, and monitor the parish budget regarding facilities and the campus.
• Serve as a Staff representative to the Parish Facilities Committee.
• Oversee the scheduling of all parish facilities to maximize utilization and control unnecessary expenses, while ensuring that third party usage is in accordance with AOB policy and insurance requirements.
• Negotiate contracts with suppliers, contractors, construction companies, and other entities; ensure that contract specifications are met; if not take timely action
• Prepare, communicate, and administer security protocols for use of Parish facilities
• Ensure full compliance with all Archdiocesan policies for the entire campus.

Stewardship and Development: Oversee the advancement initiatives of the parish to ensure they support the ministry needs of the parish as well as funding of future parish initiatives and capital projects.

• Monitor trends in stewardship (weekly giving, capital campaign giving, etc.); recommend to Pastor ways to increase parishioner donations of time, talent, and treasure to insure that the Mission of the Church and the Parish can be met
• Collaborate with the Archdiocesan Advancement Office to increase parishioner contributions annually and to increase participation in Archdiocesan campaigns.
• Coordinate all fund-raising efforts to minimize overlap or over solicitation of parishioners and donors.

Other Tasks - As part of the parish leadership team the PDO may be asked at times to take on other responsibilities and tasks important to the mission of the parish. The PDQ will be expected to ensure the appropriate resources are in place to satisfactorily complete these responsibilities and tasks, while overseeing each activity.

Position Qualifications:

• BS/BA in a Business or Management Related Field with at least five years' experience
• Understanding of and ability to support the operation and mission of the Parish
• Ability and experience in effectively leading a team and supervising staff.
• Strong interpersonal and analytical skills
• Strong written and oral skills; ability to deliver clear presentations to different constituencies.
• Proficiency in Microsoft Excel, as well as other Microsoft Office Products.
• Working knowledge of QuickBooks.
• A practicing Catholic is preferred