Administrative Assistant

If organizing and helping others in the love of Jesus through the administrative tasks of a vibrant parish is something that speaks to you, then welcome home to St. Sebastian Catholic Parish as our new Administrative Assistant for Finance. St. Sebastian is a dynamic parish with a rich 100+ year history of serving the near westside Milwaukee community. We are a spirited parish of over 1,200 families. Our school offers a top-notch K3-8 education to over 350 students. You will be asked to interact with colleagues, parishioners, school families, vendors, and visitors who stop by our doors daily. Are you a friendly task-juggling extraordinaire? Then you are our person.

Primary Function of this Position

The Administrative Assistant for Finance is responsible for the bookkeeping, census maintenance, record keeping, scheduling of the facilities, and receptionist for the parish.

Duties And Responsibilities

Accounts Payables (weekly)

• Data entry of all invoices (parish and school)
• Run reports of payables for DAS approval of payment
• Print checks of payable to be paid
• Document check # and date paid on our copy of invoices
• Mail checks as directed by DAS and file invoices in the appropriate vendor file
• Prepare special checks drawn on other parish accounts.
• At the end of the fiscal year, all vendor files need to be removed from file drawer, alphabetized and grouped by vendors and then filed in appropriate place.

Manage Census/Contribution System (ongoing)

• Enter envelopes (cash receipts) into census/contribution database (Monday & Friday)
• Post all school payments (as received)
• Post all contributions into database
• Process & enter pledge cards into database (daily during influx)
• Maintain Pledge Card Tracking list (daily during influx)
• Update computer for new school year (e.g. removing school families who have graduated/coding/entering new parish/non-parish school families (annually)
• Send monthly school family statements
• Year End Closing / New Year Setup of census/contribution system
• Respond to parishioner questions regarding contribution records

Manage Scheduling of Campus Facilities (ongoing)

• ·Receive and coordinate requests for campus facilities.
• ·Post into Facility Scheduler.
• ·Communicate with maintenance about events.
• ·Maintain online Master Calendar and Internal Only Calendar.

Scrip Processing (semi monthly)

• Sort money between cash & carry and orders
• Carry forward ending inventory balances to new stock sheets (if not already done)
• Process the weekly orders
• Enter inventory, stock sheet sales, payments
• Maintain inventory
• Prepare bank deposit biweekly

Record Keeping

• Maintain all personnel files
• Verify that all onboarding paperwork is correctly completed

Collection Of Monies (weekly)

• Collect vigil light and Sunday monies from church
• Set up counting teams to count all monies collected at church
• Conduct training for counting teams as necessary

Deposit (weekly)

• Count and verify deposits brought in during the week
• Process parishioner envelopes brought in during the week
• Prepare deposit slip and electronic cash card
• Take deposit to bank weekly

Communication (daily)

• First line for answering phones and the door during regular business hours
• Interface with staff/support staff/parishioners

Miscellaneous Tasks

• Run/fold/coordinate quarterly statements for whole parish (w/volunteer help)
• Filing
• Sell scrip
• Back up to other parish secretaries
• Special projects
• Process daily incoming mail as needed
• Also, carry out other duties and responsibilities as directed by the Pastor or DAS.

Qualifications

• High school diploma or G.E.D. equivalent.
• Four years prior work experience desirable.
• Knowledge and understanding of the Catholic Church and its mission.
• Compliant with or gain compliance with Safeguarding All God’s Family.
• Must hold valid driver’s license and have proof of insurance.
• Good interpersonal skills.
• Able to follow written and oral directives.
• Able to work independently and cooperatively.
• Proficient or able to gain proficiency with Parish Data System – Church and Facilities Management or able to learn
• Must be proficient with MS Office Suite – Excel and Word

Complete an application which is found here --> https://www.archmil.org/Resources/Application-for-Employment.htm

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Milwaukee, WI 53208: Relocate before starting work (Required)

Work Location: In person