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| (see examples below as well) POSITION DESCRIPTION (Model 4)
POSITION TITLE: Parish Administrator
DATE: June 2007
FSLA STATUS: Exempt
REPORTS TO: Pastor
DIRECT REPORTS: Principal, Director of Faith Formation, Parish Accountant, Office Manager, Volunteer Coordinator, Maintenance Engineer, Technology Coordinator
PROVIDES WORK DIRECTION TO: Principal,
Director of Faith Formation, Parish Accountant, Office Manager,
Volunteer Coordinator, Maintenance Engineer, Technology Coordinator
RECEIVES WORK DIRECTION FROM: Pastor
DIMENSIONS: Time: Full Time (40 hours per week), 12 months position
PURPOSE:
The ministry of the Parish Administrator is to care for and manage the temporal affairs of the Church enabling the Pastor to meet the spiritual needs of the parish and to preside over all the affairs of the Church.
Working cooperatively with the Pastor, Department Team Leaders, parish leaders and other staff members to provide for an efficient, safe and effective pastoral environment the purpose of this position is to provide effective oversight and leadership to all parish ministries and administrative functions. The Parish Administrator is the chief operating officer of the organization.
GENERAL RESPONSIBILITIES:
Employment in and by the Church is substantially different from secular employment. Church employees must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the Archdiocese, such that it can embarrass the Church or five rise to scandal. This position does not require that the employee be a Catholic. It is expected however that all employees will respect Catholic doctrine and religious practices. Reasonable accommodation of the religious practices of employees not of the Roman Catholic faith will similarly be provided.
REPRESENTATIVE RESPONSIBILITIES:
Finance:
Administer all parish funds
Prepare and oversee the annual budget
Analyze and monitor actual performance
Assure compliance with expense controls
Assure all aspects of cash management
Provide for the annual audit and internal audit controls
Provide monthly and annual reports
Meet and work closely with the Finance Council
Collaborate with Trustees, leadership groups and staff with budget responsibilities to provide financial information
Supervision/Mentoring:
Provide support, guidance and professional direction for Department Team Leaders and other staff as appropriate
Maintain availability to staff, thereby communicating a pastoral sensitivity to them that invites formal and informal communication related to professional and personal concerns.
Support and acknowledge the contribution and accomplishments of staff on a regular basis.
Supervise and conduct performance reviews for those Department Team Leaders not assigned to the Pastor and for other assigned staff.
Facilitate the Department Team Leaders’ meeting.
Human Resources:
Oversee employee compensation system, developing salary policy for internal equity, recommending salary ranges and guidelines, directing the payroll process and assuring payment of tax obligations.
Oversee employment, contract renewal, job performance review and termination issues
Oversee benefits administration
Assure background checks
Collaborate with search committees
Monitor compliance with personnel Policies and maintain the Personnel Handbook
Oversee legal issues that are personnel related
Manage personnel files and records
Buildings and Grounds:
Oversee maintenance of the facility, delegating day to day operations to the Director of Facilities and Maintenance.
Manage expenditures and business aspects of capital projects
Planning:
Meet and work closely with the Parish Pastoral Council and the Resource Development Commission
Meet and work closely with the First Response Team
Coordinate planning for the Fall Festival
Meet and work closely with the Festival Committee
Consult as needed with the Stewardship Committee, the Endowment and Planned Giving Committee, the Parish Communications Team, and the Information Systems Group
Legal Compliance:
Serve as the Gambling Manager in accordance with the Charitable Gambling Act.
Serve as Asbestos Program Manager to assure compliance with AHERA legislation.
GENERAL AND SPECIAL ASSIGNMENTS:
Develop and recommend parish policies as necessary and appropriate.
Supervise the management of the facilities and grounds, with special emphasis on space needs, use and development, insure proper maintenance procedures and routines, and provide procedures for use of parish facilities.
Serve as Gambling Manager in accordance with the Charitable Gambling Control Act.
Serve as Asbestos Program Manager, assuring compliance with AHERA legislation.
OTHER RESPONSIBILITES INCLUDE:
The major challenges of the position are limited financial and human resources, effective communication and personnel management, working within the parish structure in the development of the planning process, and assuring that employees work effectively and harmoniously with each other.
The Parish Administrator does not have authority to enter into debt or contractual arrangements for the parish unless authorized by the Parish Leadership Council.
The responsibilities listed above are representative of the position and are not all-inclusive. More detailed listings of duties and tasks are outlined in supplemental documents.
Due to changing parish needs and/or structural organization, it is likely that this job description will require modification. It is the desire of the Church that any such modification be made by mutual consent. However, it is understood that the needs of the parish community must take priority in any such modification.
Performance will be measured against the functions described within, compliance with parish policy and procedures, and progress toward and completion of mutually agreed upon annual personal goals and objectives.
QUALIFICATIONS:
Education: A BA/BS degree in a field related to accountabilities is required. A Master’s Degree is preferred.
Experience: Effective leadership experience demonstrated by a minimum of 10 years of successful human, physical and financial resource management with a comparable size staff, budget and facility preferred.
Skill dimensions:
• Strong leadership skills that can positively influence and support staff and parish leadership in achieving the parish vision and mission.
• Effective oral and written communication skills for providing direction and support to staff and parish leadership, for analyzing information and developing pertinent reports, for sharing information with individuals and groups of two to several hundred, and for interfacing with Archdiocesan and other external organizations.
• Effective collaborative and pastoral style that encourages staff, parish leadership and community-at-large members to build effective relationships and positively interact as characterized by the Guiding Principles.
• Ability to implement a leadership approach consistent with the guiding principles of collegiality, subsidiarity and consensus decision-making.
• Ability to take initiative and make decisions under the constant pressure of deadlines and in an environment of diverse personality styles and differing opinions.
• Ability to understand and interpret generally accepted financial statements and to establish effective financial controls.
• Computer orientation including working knowledge of PC based word processing, spreadsheet and data base management software.
MENTAL DEMANDS:
Verbal, written and presentation communication skills
Demonstrated ability to work well with others, including supervision
Skills in relating with the public, the media, the shareholders (parishioners) and difficult people, and in managing conflicting expectations
Confidentiality, integrity and honesty
Ability to work under pressure with frequent interruptions
Financial skills especially related to accounting, budget and fiscal reports
Recommend and develop procedures and policies to improve the management of departments and the organization
Ability to delegate responsibilities and activities to staff and volunteers
Coordinate and implement multiple concurrent tasks
Ability to plan and organize to meet deadlines
Keeping Pastor and Department Team Leaders informed
Maintaining a positive and helpful attitude at all times, even during difficult times
Maintain healthy boundaries for professional effectiveness and personal well-being.
PHYSICAL DEMANDS:
• Be able to work a varying work schedule with periodic long hours.
SIGNATURES:
Employee: I have reviewed this job description and agree it is an accurate representation of the responsibilities of my job. I understand that as the organization’s needs change, my job description will change.
__________________________________________________________________
EMPLOYEE SIGNATURE: DATE:
Supervisor: I have reviewed this job description and agree that it is an accurate representation of the responsibilities performed in this job.
__________________________________________________________________
SUPERVISOR SIGNATURE: DATE:
Title: Parish Administrator (Model 3.5)
Exempt (salaried) or Non-exempt (hourly): exempt
Reports to: Pastor
Direct reports: Bookkeeper, Maintenance Director, Kitchen Coordinator, Nursery coordinator(s), Church administrative support staff, and Sexton.
Provides work direction to: Bookkeeper, Maintenance director, Kitchen Coordinator, Nursery coordinator(s), Church administrative support staff, and volunteers.
Receives work direction from: Pastor, various committees.
This position is full-time: 12 months, benefit eligible.
Resource person: Resource to all staff regarding human resource, accounting, and facility issues. Director of Ministry for the Administration Ministry Area Commission. Support for Pastoral Council, Finance, and School Finance Committee.
Purpose of the position: The position is responsible managing the business of the parish. The position should endeavor to provide a safe environment, efficient and economical parish administration, and facilitate organizational communication.
General responsibility: Employment in and by the Church is substantially different from secular employment. Church employees must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the Archdiocese, such that can embarrass the church or give rise to scandal. It is expected that this employees respect Catholic doctrine and religious practices. Reasonable accommodation for the religious practice of employees not of the Roman Catholic faith will similarly be provided.
Representative Responsibilities:
*To be present where needed, ready to work and on time for scheduled hours. Includes recognizing what events are happening and adjusting scheduled work hours to make certain there is administrative representation as needed.
*Accounting duties: Oversee the bookkeeping function and enter accounting information so that financial information is available on a timely basis. Review the accounting practices and financial statements with respect to generally accepted accounting standards.
*Administrative staff management: manage all employees and volunteers involved in the administration of the church including maintaining job descriptions for each position, performing reviews, and assessing the overall need for administrative support and each employee’s contribution to it.
*Planning duties: Create financial and organization plans on short and long term basis.
*Risk assessment duties: Analyze all areas wherein the assets of the parish may be at risk. This would include reviewing the building use and building use policies, reviewing the investment policies and practices, cash handling procedures, human resource practices and policies, data safety practices, and volunteer policies.
*Information/communication duties: Create and disburse information to staff and committees as requested. Information must be accurate and timely and be distributed on a pro-active basis.
*Oversee building and grounds care and use.
*Responsibilities as detailed in the “Director of Ministry Job Description” included at the end.
Provide computer assistance as required.
Other Responsibilities:
Attend meetings as required.
Make certain human resource polices are up to date and followed.
Be a resource to all staff for questions regarding parish policy.
Back up person for payroll.
Duties as assigned by the pastor.
*-indicates duties that are essential functions of the job.
The responsibilities listed above are representative responsibilities intended to describe the general nature and level of work performed by staff members assigned to this position. It is not intended to be an exhaustive list of responsibilities and qualifications required of the position. More detailed listings of duties and tasks may be outlined in supplemental documents.
I have reviewed this job description and agree that it is an accurate representation of the responsibilities of my position. I understand that, as the organization’s needs change, my job description will change.
Signature of Employee:____________________________Date_____________
I have reviewed this job description and agree that it is an accurate representation of the responsibilities performed in this position:
Signature of Supervisor:___________________________Date______________
Qualifications: Experience in large parish administration or non-profit management required. Degree in business management or direct experience in management, accounting, and human resources required. Familiarity with employment law, computer network management, accounting, liability assessment helpful.
Mental Demands: Must be able to facilitate multiple simultaneous requests. Must be able to tactfully respond to a wide range of issues brought by employees and parishioners. Should be able to foresee procedure and policy implications of decisions. Should be customer service oriented.
Physical Demands: Must be able to enter data on a computer, must be able to efficiently communicate with others, must be able to visually assess the physical environment, ability to lift and easily move within the facility helpful.
Director of Ministry Position Description – revised 8/8/07
Representative Responsibilities:
- Plan, organize, lead and control the Ministry area staff. Work with your supervisor and supervisees in the annual review process (to be determined). Respond to leave requests, comply with the parish and Archdiocesan human resource policies, and respond to other employment issues in a timely manner.
- Oversee the identification, training, and evaluation of ministry staff and volunteers. Create a team in such a way as to recognize each other's gifts that support life-long learning and individual/team professional and spiritual growth. Encourage strong volunteer involvement and celebrate their opportunity to share their gifts.
-Establish personal and staff accountabilities that recognize individual giftedness, encourage growth opportunities and maximize personal and team success.
-Contribute to the overall management of the parish by actively participating in and contributing to the Ministry Team (team consisting of Directors of Ministry) activity. Strive for inter-ministry integration and collaboration.
-Maintain a philosophy of work that reflects a spirit of shared ministry and servant leadership.
-Provide leadership in and advocate for the ministry programs.
-Work with the Ministry Area Commission to create a direction for the ministry that will reflect the overall vision and goals of the Faith Community and meet the needs of Holy Name of Jesus parishioners.
-Work with the staff, the Ministry Area Commission, and with the designated committees to create and modify a ministry area vision, goals, and an on-going ministry evaluation process.
-Provide the lay leadership (members of commissions and committees) with information on the ministry in a regular and timely way so as to assist the lay leadership in providing on-going direction and vision creation.
*-monitor all of area ministry activity. Including making certain the activity complies with parish policies especially with respect to facility use, the protection of minors and vulnerable adults, volunteer training and screening, and financial controls as well as is consistent with Roman Catholic practices and doctrine.
*-To be present where needed, ready to work and on time for scheduled hours. Includes recognizing what events are happening and adjusting scheduled work hours to make certain there is staff representation as needed.
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