Job Description

POSITION: Executive Assistant/Accounting Specialist

FLSA Non-Exempt

SECRETARIAT: Cabinet Secretary for Temporalities

JOB TYPE: Full-Time

INTRODUCTION

The Bishop of Manchester is the visible principle and foundation of unity in the particular diocese entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.

Each position employed in the Diocesan Administration Building helps to extend the ministry of the Bishop in particular ways as outlined in the position description. All employees of the diocesan administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire.

This is a full-time position reporting to the Cabinet Secretary for Temporalities.

This position is the executive assistant to the Finance Officer & Secretary for Temporalities for approximately 15 hours per week. The position provides accounting support to the Controller the other 25 hours per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This support position provides executive secretarial, consultative, record, correspondence, and reception services to encourage, promote, support, and strengthen the goals and objectives of the Office of Finance and Secretariat for Temporalities.

ESSENTIAL DUTIES

1. Gather reports and prepare the Diocesan Finance Council packet a week prior to meeting,
2. Transcribe meeting minutes for various meetings (DFC, ILC, Budget)
3. Transcribe meeting minutes for the Diocesan Real Estate and Capital Projects Committee monthly,
4. Coordinate Diocesan Digest entries with directors for approval by Vicar
5. Schedule appointments, arrange meetings/special events
6. Coordinate projects such as retired priest housing allowance, workshops, annual investment election statement updates, and Mass Fund letters,
7. Coordinate and track insurance reimbursements. Obtain Controller’s approval,
8. File new Trust and Estate files with Chancellor’s Office and Finance,
9. Assist Real Estate Office with A-9 process,
10. Coordinate Bookkeeper and Business Manager workshop and International Priest Training
11. Complete projects and assignments as directed by and in support of the Finance Officer,
12. Respond to telephone inquiries and/or make referrals to appropriate party,
13. Provide full range of mail services (sorting, distributing, labeling, bulk mailing),
14. Open all the Finance Office mail, distribute, and log all incoming checks, coding non-AR checks using budget program Euna,
15. Code Accounts Payable invoices received daily to ensure coding agrees with budget accounts when Senior Accountant is not available,
16. Process invoices in Accounts Receivable for any collection funds received,
17. Process all Accounts Receivable payments in Financial Edge; scan to bank using remote deposit. Print deposit information to be posted by Accountant,
18. Coordinate with Financial Analysis yearly Accounts Receivable billing,
19. Using Financial Edge, import billing monthly, apply any financial aid and/or grants,
20. Work with various departments for charges that are on the monthly AR statements,
21. Pring and mail monthly accounts receivable statements,
22. Follow up on delinquent payments via phone and/or email,
23. Reconcile all accounts receivable accounts monthly, reporting past due accounts to Controller,
24. Assist department with budget questions,
25. Process Journal entries for postage payments through ACH,
26. Process all audit requests assigned by Controller,
27. Coordinate with facilities manager ordering of supplies as needed,
28. Coordinate driver authorizations for insurance program through Porter & Curtis,
29. Verify and mail weekly accounts payable checks.

OTHER DUTIES AND RESPONSIBILITIES

1. Perform other office tasks as assigned
2. Occasionally provide support for other Directors within the Secretariat for Temporalities

ENVIRONMENT

1. General office, clean, well lit, environmentally comfortable,
2. Minimal exposure to chemicals related to copier equipment and general office solvents.

Requirements

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED

Education:

1. College Graduate

Experience:

1. 2+ years as an executive assistant in a Finance Department preferred at an organization with in excess of 20 employees required,
2. 2+ years as an administrative assistant in secretarial field, basic accounting knowledge required.

Skills:

1. Proficient in the use of personal computers including word processing, spreadsheets, database and internet programs including virtual meeting programs, Teams, experience with mail merges, taking minutes, and transcribing for various boards, Excel skills necessary to perform job.
2. Ability to communicate well in both spoken and written English,
3. Ability to interact with clergy, religious, laity, both within the Diocesan Administration and outside (parishes, schools, other institutions, and general public) in a knowledgeable and tactful manner.
4. Due to the nature of this position, it is desirable that the individual be understanding and respectful of the positions of the Roman Catholic Church.

This position requires the ability to:

1. Work at a desk during the majority of the workday with some need to stand and/or walk,
2. Lift or carry objects weighing up to approximately 20 pounds,
3. Frequently operate controls with hand manipulation.