Business Manager - St. John Vianney Mentor

St. John Vianney

Mentor, OHIO

Position Overview :

St. John Vianney Parish is seeking an experienced Business Manager to lead and oversee the work of employees at the parish. Working with the Pastor, you will be responsible for ensuring the efficiency of business operations, setting of strategic goals, and implementing plans to achieve the goal, drive sustainable development and meet the mission of the parish.

The ideal candidate will be well-versed in all business matters, with an excellent understanding and ability to manage the sources and uses of funds as well as manage financial performance. The business manager will be an inspirational, strategic, thought leader, able to provide guidance that enhances performance in a manner which incorporates the vision of the parish.

Although this is not included in each item, the Business Manager must seek the input of the Pastor on all matters relating to the Parish. Further, all matters are subject to Diocesan policies and procedures.

Level of Work: Full Time, Exempt Reports to: Pastor

Background for Position :

St. John Vianney Parish currently has 4 large buildings on its campus – the church and administrative offices; the rectory, the Philomena Center and the Social Hall (with gazebo). The campus has several shrines and other structures to support the church ministry, including a pole barn and pavilion, as well as areas for outdoor ministry.

The Parish is very active and, with the end of the pandemic, is not only returning to pre-pandemic activity, but is growing and expanding activities. This job description highlights some of the key areas of responsibility; the successful candidate, however, must demonstrate the ability to grow with the Parish; strategically plan for the future before the future arrives; and, forecast potential sources and uses of funds, especially as it relates to the mission of the Parish.

The Parish has multiple other accounts and ministry groups for which they are responsible, such as Boy/Girl/Cub Scouts, St. Vincent DePaul, Furniture Bank and Endowment.

In summary, this position requires an excellent thought leader, strategic thinker, and business leader with great organizational, strategic, and financial skills.

Candidates applying for this position are to include a letter of interest outlining their experience in each of the following functional areas as well as a CV/resume.

Key Areas of Responsibility :

1. Business Administration & Operations

The Parish has very busy pastoral, educational and business operations. The goal of this function is to ensure that all these operations are efficient, effective, caring, and responsive to the needs of the stakeholders of the Parish.

The Business Manager is expected to address matters strategically and promptly, within the parameters set by the Diocese and Pastor. The Business Manager will have solid, common-sense judgment and advise the Pastor on matters relating to business.

As part of this function, the responsibilities of the Business Manager include the following:

• Develop strategic plans or programs to address the business needs of the parish and school now and for the future – generally at least 3-5 years.
• Address complaints that may be received
• Ensure adequate security of the facilities; monitor cameras as appropriate.
• Ensure adequate resources to complete its activities (people, material, equipment, etc.)
• Gather, analyze and interpret external and internal data and report key information to the Pastor and/or Finance Council

2. Human Resources

The Business Manager, working with the Pastor, will develop a staffing structure within the approved budget. With respect to the Parish, the Business Manager is responsible for all aspects of HR ranging from recruitment, interview, hire, training, supervising, evaluating, setting of compensation, and terminating all Parish reports who are his/her direct reports and assisting those who have direct reports (e.g., Office Manager and Director of Faith Formation) with respect to these same activities.

As part of this function, the responsibilities of the Business Manager include the following:

• Oversee contracted personnel and special service personnel who are direct reports (assist with those who are indirect reports)
• Develop and maintain HR manual outlining employment policies at the Parish and School.
• Conduct job performance discussions with personnel no less than annually; provide feedback and counsel to improve efficiency and effectiveness
• Schedule hourly work hours and approve/disapprove overtime and vacation time
• Confirm that all parish staff members meet State of Ohio and Diocese expectations with regards to background checks, fingerprinting and Virtus training.
• Maintain personnel files.

3. Financial Administration

The Business Manager is, essentially, the Chief Financial Officer of the Parish. The Parish employs two individuals who are available to assist the Business Manager in his or her work. One is full time and the other is part time. The Business Manager oversees their work and assures that financial information is timely and accurately recorded. The Business Manager prepares the financial statements from the records to present to the Finance Council and to the Diocese. In addition, several organizations operate within the tax id of the Parish and the Business Manager is responsible for assuring that financial information also is correct.

As part of this function, the responsibilities of the Business Manager include the following:

• Prepare the annual budget for the parish for review and input by the Finance and Parish Pastoral Councils; present budget to the Pastor and Finance Council.
• Manage all accounting, fiscal and statistical records for the parish, including reports to the Diocese.
• Develop and recommend to the Pastor the policies, methods, and procedures necessary for implementing financial, accounting, and other administrative office services in compliance with Parish and Diocesan policies and guidelines.
• Ensure that weekend collection procedures, from collection through deposit in the bank and recording the contributions in the appropriate records, are clear and secure.
• Oversee the purchase of any inventory, equipment or supplies for the parish, including appropriate price comparisons, bids (when needed or advisable) and provide recommendations to the Pastor and the Finance Council.
• Review invoices and, when appropriate, authorize payments.
• Prepare and present financial statements for the parish and other related entities to the Finance Council; coordinate the investment program with the Pastor and the Finance Council.
• Implement sound accounting principles and practices and internal controls, including without limitation the monthly reconciliation of bank statements, social center receipts, fundraising receipts, payroll payments, cash from all activities, and petty cash.
• Oversee the preparation of all tax filings and make sure all IRS and governmental obligations are met.
• Maintain relationships with partners/vendors/suppliers and other businesses
• Develop overall financial strategy to implement the mission effectively, efficiently and within the bounds of the budget.

4. Fundraising/Development

The Parish engages in fundraising activities, including campaigns, and other activities where an amount is charged. The Parish has an endowment fund. The Business Manager is required to know and implement Diocesan policies regarding such activities as well as confirm compliance with applicable laws.

As part of this function, the responsibilities of the Business Manager include the following:

• Oversee the recording and maintenance of accurate contribution/donor records and the preparation and distribution of year-end giving statements or acknowledgement letters for other types of gifts e.g., gifts from trusts, donor advised funds, IRAs).
• Identify and assist in requesting grant funds
• Plan for campaigns, including development of sources and uses of funds for campaigns, campaign strategy, recording of information for the campaign
• Identify gift/donation opportunities for the parish and the endowment

5. Facilities Management

The Parish has a custodial staff and two cleaning services that clean the offices and rectory. The Business Manager is to ensure that these functions are completed in a timely fashion.

As part of this function, the responsibilities of the Business Manager include the following:

• Manage the scheduling and use of the buildings and facilities, including all rental properties.
• Manage the relationship between the Parish and its licensees, contractors and lessors
• Develop and maintain master schedules regarding fixed assets (including IT software), capital repairs and improvements, placing them in relative priority for safety, security, and improvement; determine level of investment and timing considerations in consultation with the Facilities Committee; prepare recommendations for Pastor and Finance Council on monthly basis with regular updates.
• Maintain and update procedures and rules for the use of buildings and facilities and confirm compliance with them.
• Confirm the maintenance and replacement schedules and prepare plans as needed for any costs to be incurred; maintain instructions, maintenance contracts, warranties and servicing information for all church and school owned assets.
• Authorize necessary repairs to be done with quality and within the limitations of the budget.

6. Volunteer Administration

The Parish has a Director of Volunteers. However, the Business Manager needs to assist with finding volunteers for certain programs or activities.

7. Communications

The Parish communicates with parishioners and others in several ways – e.g. bulletins, Vianney Voice, flyers, and other ways. The Business Manager oversees the coordination of the various communications to ensure that the Parish has the right tools (e.g., software) for communicating effectively and timely.

8. Technology

The Parish has extensive technology and has outside experts assisting them. The Business Manager is to have a basic understanding of the technology, ensure effective and efficient use of the software and hardware at all locations, develop strategies to maximize the use of owned software and other software that may provide better tools for employees. The Business Manager also maintains an inventory of all technology and technology licenses

9. Other matters

As part of this function, the responsibilities of the Business Manager include the following:

• Serve as Staff Leader/Liaison for the Finance Council, Facilities Committee, Technology Committee, and any Task Force.
• Attend Diocesan and District meetings as required or requested by the Pastor
• Attend any meetings when requested by the Pastor.
• Serve as the primary point of contact for the Parish Festival; assist in coordination all contracting and administration of festival operations; serve as a member of the Parish Festival Core Committee; be on site/on call throughout the festival to handle any issues or concerns as they arise (festival dates are usually the 2ndfull weekend in July).
• Ensure proper internal control procedures; report on same to the Finance Council and Pastor.
• Confirm the Parish follows all Diocese and Parish policies and guidelines
• Assess risks and means to mitigate risks
• Perform any other duties or responsibilities as needed by the Pastor.

Education and Experience:

At least 10 years of experience in business administration, management or finance, showing progressive leadership responsibilities.

Proven knowledge of accounting, finance, facility maintenance, office management, computer, and human resource procedures.

Proven leader and people manager: good listener, approachable, open minded, maintain confidentiality, available, caring attitude, excellent people skills, and high integrity.

Proven ability to plan strategically in multiple areas for effective, efficient and caring services

An understanding of the mission, ministry, values, and faith traditions of a Catholic Parish and the Catholic Diocese of Cleveland is essential.

ADDITIONAL QUALIFICATIONS AND SKILLS:

Excellent knowledge of MS Office, databases and information systems and Sage and ability to quickly learn other software used at the Parish

Outstanding communication and interpersonal abilities; able to speak to large groups, develop reports and written communications.

Collaborative with members of the Pastoral Leadership team, parishioners, volunteers and the community to achieve mission.

Ability to perform multiple simultaneous tasks and projects and to prioritize them.

Ability to deal with sensitive and potentially difficult situations while maintaining a positive approach and poise under pressure.

Ability to delegate effectively.

Ability to adjust work schedule to meet the needs of the Parish.

Perceives the position as a ministry.

Note: This position will require a criminal background check and Virtus training (provided by Parish)

Please send cover letter, application, and resume to [email protected]

Application: docemploymentapplication6.pdf