Position Summary The Business Manager has broad responsibilities supporting the Order in the areas of office management, financial administration support, and communications. The Business Manager continuously reviews practices and procedures, recommending, implementing and evaluating changes that help the organization better meet its mission. ________________________________________ Key Responsibilities Financial Administration Support • Data Management: Compile, organize, and accurately prepare financial documentation, including receipts, invoices, bank statements, donation records, and expense reports • Bookkeeping & Record-Keeping: Maintain preliminary financial records, ensure the proper coding of expenses, and track income and outlays according to established procedures. • Budget Assistance: Assist the Treasurer in monitoring the community's budget and tracking expenditures against allocated funds. • Accounts Payable/Receivable: Collaborate with accounting firm to process and track vendor invoices and community income/donations, ensuring prompt payment and accurate recording. Office & Records Management • Staff Management: Supervise two paid staff and coordinate the activities of volunteers. Responsible for day-to-day activities of the team, workflow, and task delegation. Professionally addresses and resolves workplace disagreements to maintain a positive team dynamic. • File Management: Develop and maintain a secure, organized, and efficient system for physical and digital files, including administrative, financial, legal, and personnel records, ensuring compliance with privacy regulations (confidentiality is paramount). • Supply Management: Manage office supply inventory and office equipment maintenance schedules. • Mail and Correspondence: Manage incoming and outgoing mail, prioritizing and distributing correspondence appropriately. • Personnel Statistics: Assist in maintaining personnel statistics as required for listings in the Official Catholic Directory, diocesan directories, and the Province Directory. Communication and IT Support • Online Communications: Manage the general community email inbox, filtering, forwarding, and responding to non-confidential inquiries professionally and promptly. Manage website and social media content and updates. • Telephone Communications: Serve as the primary contact for incoming telephone calls; screening, routing, and taking messages accurately and courteously. • Liaison: Act as a key liaison between the religious community and external parties, including donors, vendors, benefactors, and external accountants. • Written Communications: Prepare written communications, including letters and e-mail messages, to donors, Church authorities, members of the Order, laity, and the general public. ________________________________________ Qualifications Required • Experience: Proven experience (3+ years) in office administration, bookkeeping support, or business management. • Education: BS/BA in a related field. • Skills: Demonstrated proficiency with Microsoft Office Suite (Word, Excel) and standard office technology. Proven organizational skills and attention to detail. • Character: Demonstrated ability to handle confidential and sensitive information with utmost integrity and discretion. • Affinity: A strong understanding of and respect for the mission, values, and structure of the Roman Catholic Church and religious life. • Background Checks: Professional References, Criminal and Financial Background checks required. Preferred • Degree in Business Administration, Finance or Accounting. • Experience working within a non-profit, religious, or educational institution. • Familiarity with basic bookkeeping software (e.g., QuickBooks Online, or similar). ________________________________________ Reporting and Work Environment • Reports To: Treasurer • Location: Provincial Offices, 1505 Marriottsville Road, Marriottsville, MD • Schedule: Full-Time - Monday- Friday • Benefits: Medical, Dental, Prescription, Life & Disability and Paid Time Off
