DIRECTOR OF FINANCE AND ADMINISTRATION
Portland Peninsula and Island Parishes

Position Description:  Full Time, Exempt Status
Reports to: Rector/Pastor. 

PRIMARY FUNCTION OF THIS POSITION:  Under the direction of the Rector/Pastor and in collaboration with parish staff and volunteers, the Director of Finance and Administration oversees financial administration and human resource management for the Portland Peninsula and Island Parishes.


MAJOR POSITION DUTIES AND RESPONSIBILITIES (essential functions)

1. Demonstrates effective leadership in directing the stewardship of the parish’s financial resources.

• Through effective leadership in planning, directing, and coordinating, works to develop strategic goals and programs that safeguard the parish’s existing financial resources and ensure long term financial growth and sustainability.
• With guidance from the Rector / Pastor, prepares an annual budget, other budgets, financial plans, business plans, feasibility studies, investment memoranda and all other financial and business documents as may be required.
• Regulates, supervises and implements a timely, full and accurate set of accounting books of the parish, reflecting all its activities in a manner commensurate with diocesan, state, and federal guidelines.
• Provides staff support for the finance councils of the Parish. Advises councils regarding the application of financial policies. Ensures the councils have the information needed to carry out their responsibilities.
• Provides staff support for the development and stewardship efforts of the parishes. Within a framework of stewardship as a way of life, facilitates the achievement of parish revenue targets, including parish offertory, Catholic Appeal, special collections, planned giving, and other fundraising activities.
• Monitors the collection, counting, depositing and recording of Parish revenue from all sources.
• Ensures that proper internal controls pertaining to the safeguarding of assets are in place and followed.
• Maintains an accurate filing and record keeping and reporting system for all Parish financial matters. This includes, but is not limited to ensuring that timely reconciliation of all accounts is performed.
• Oversees processing of payroll for compliance with diocesan policies and with federal and state regulations.
• Prepares monthly, quarterly and year-end financial reports for Parish and Diocese.
• Prepares and facilitates quarterly reporting to the Parish membership regarding the use of their gifts of time, talent, and treasure.

• In consultation with the pastor, acts as liaison between the parish and the Diocese of Portland in financial matters.
• Collaborates and coordinates the activities of outside suppliers of financial services hired or contracted by the parish, including accountants, auditors, financial consultants, banks and other financial venues.
• Computerizes all the above activities in a combined hardware-software and communications system to the extent possible, ensuring that only appropriate parties have access to information.

• Coordinates and reviews parish organizations’ funds.
• Coordinates parish liability, property insurance and worker’s compensation with diocesan general insurance program.
• Continually seeks opportunities to improve processes, systems, and services under his or her care, and communicates recommendations to appropriate parties.

 

2. Oversees and implements personnel policies and procedures, manages employee payroll and benefits, and facilitates a positive work environment among staff.

• Supervises payroll preparation, or furnishes the payroll unit with a record of monthly payroll adjustments and changes.
• Oversees all employee benefit and health insurance programs and documentation and ensures full compliance with the Worker's Compensation Act, Fair Labor Standards Act, and other laws affecting the work force.
• Advises the Rector / Pastor on personnel needs and problems, and makes recommendations regarding personnel planning, procedures and transactions.
• Participates in the hiring and termination processes of the parish under the direction of the Rector / Pastor.
• Directs the maintenance of confidential personnel files and records, the preparation of personnel reports, and the execution of all personnel actions in conformity with diocesan policies, rules and regulations, fair employment practices, etc.
• Investigates employees' complaints and grievances; explains policies, procedures, rules, etc.; advises superiors in formal grievance procedure cases.
• In conjunction with Pastoral Staff, ensures completion of background checks, reference checks, Code of Ethics awareness training and safe environment training for all employees and those volunteers working with children in collaboration with the diocesan Safe Environment Office.
• Coordinates and prepares Parish response to liability, insurance and legal concerns, in cooperation with diocesan offices. Provides diocesan Finance Office with necessary information for insurance underwriting purposes.
• In conjunction with Pastoral Staff, oversees implementation of guidelines and policies for volunteers.
• Maintains confidentiality in all areas of responsibilities as required.
• Attends staff meetings with priests and other core office staff on a weekly basis or as needed in order to facilitate collaboration, discuss goals and objectives, and evaluate ongoing progress.
• Represents the parish in all interactions with staff, parishioners, and the general public by conducting himself/herself in accord with the teachings of the Catholic Church.
• Participates in an annual performance review in his or her area of responsibility with the Rector / Pastor that is based on job description.
• Carries out other duties as assigned or requested.

JOB REQUIREMENTS/POSITION SPECIFICIATIONS:
 

• Possesses thorough knowledge of accounting principles and practices.
• Demonstrates organizational and record keeping skills.
• Handles all situations with excellent interpersonal and communication skills.
• Is able to prioritize and be flexible.
• Maintains confidentiality.
• Presents himself/herself professionally.
• Has completed or will successfully complete within 90 days of start of employment the diocesan program “Protecting God’s Children.”
• Meets all of the employment policies specified in the Diocese of Portland “Cluster Personnel Policies and Procedures Manual.”
• Is a practicing Roman Catholic who understands and enthusiastically supports the mission and purpose of the Church and parish.
• Has proficiency with a personal computer so as to be able to carry out normal office functions utilizing financial management and human resources software.
• Possesses and maintain a valid Maine driver’s license and is insurable

EDUCATION, TRAINING AND/OR EXPERIENCE
Relevant four-year college degree and/or five to ten years of business management experience preferred.


TO APPLY
Applications will be accepted on a rolling basis until the position is filled.  Applications should include a focused cover letter addressing the requirements listed in the linked Job Description, a resume, and contact information for three (3) professional references.  All applications and nominations will be considered confidential.  

Please send as word attachment via email to hr@portlanddiocese.org. No phone calls please. Selected candidates will be contacted by phone for initial screening interview.