Executive Assistant / Accounting Specialist

Roman Catholic Bishop of Manchester•Manchester, NH

12h•Onsite

About The Position

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. 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.

Requirements

College Graduate
2+ years as an executive assistant in a Finance Department preferred at an organization with in excess of 20 employees required
2+ years as an administrative assistant in secretarial field, basic accounting knowledge required
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
Ability to communicate well in both spoken and written English
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
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
Work at a desk during the majority of the workday with some need to stand and/or walk
Lift or carry objects weighing up to approximately 20 pounds
Frequently operate controls with hand manipulation

Nice To Haves

2+ years as an executive assistant in a Finance Department preferred at an organization with in excess of 20 employees

Responsibilities

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