Parish Business Administrator

St. Catherine of Siena Church•Austin, TX

12d

About The Position

The Parish Business Administrator manages the parish’s assigned financial, administrative, personnel, and facilities functions; maintains reliable records and internal controls; and advises the Pastor on stewardship and operational needs. The position reports directly to the Pastor and exercises judgment within delegated responsibilities. The Pastor retains final approval over the parish budget, expenditures, contracts, financial obligations, compensation decisions, and any other matter with financial impact on the parish. The position is closely connected to and assists the Pastor in the performance of his ministry, thereby engaging in ministry for the Church. The employee is expected to support the philosophy of Catholic ministry and the mission of St. Catherine of Siena, model Gospel values, and participate in religious ceremonies, training sessions, and reflection activities as directed. The Parish Business Administrator oversees financial operations and stewardship; manages assigned business and administrative functions; coordinates personnel administration and human resources matters; oversees administrative coordination of facilities, property, and risk management; and supports compliance, internal controls, parish leadership, and collaboration. The role provides administrative supervision to designated personnel and exercises professional judgment within authority delegated by the Pastor. It does not independently establish parish policy, authorize unapproved expenditures, enter significant financial obligations, or make employment decisions reserved to the Pastor. The position operates in a fast-paced environment where priorities may change. Weekend, evening, and some holiday work may be required. The employee may use a personal or parish vehicle and travel within or outside the parish, potentially including overnight lodging. The role involves exposure to Roman Catholic prayer and liturgical celebrations and requires adherence to dress codes and conduct standards.

Requirements

Must be a practicing Roman Catholic in good standing.
Proficiency in English, including conversing, reading, and writing.
Knowledge of the structure and basic teachings of the Roman Catholic Church and the pastoral mission of a parish.
Knowledge of generally accepted accounting practices, budgeting, financial reporting, and internal controls.
Knowledge of parish financial stewardship, diocesan policies, and applicable administrative and employment requirements.
Knowledge of payroll, timekeeping, personnel administration, record retention, and confidentiality standards.
Knowledge of facilities coordination, procurement, vendor management, and operational risk controls.
Skill in preparing and interpreting budgets, financial statements, reconciliations, and variance reports.
Skill in organizing multiple projects, setting priorities, and meeting recurring deadlines.
Skill in Microsoft Office, accounting software, payroll systems, and related business technology.
Skill in written and oral communication with clergy, staff, parishioners, and diocesan offices.
Skill in supervising, coaching, and coordinating assigned employees and service providers.
Ability to exercise sound judgment and initiative while recognizing the Pastor’s final decision-making authority.
Ability to maintain strict confidentiality and handle sensitive financial and personnel information.
Ability to identify financial risks and recommend practical, fiscally responsible solutions.
Ability to build effective and respectful working relationships with parish and diocesan partners.
Valid Texas driver’s license if driving is required for assigned duties.
Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout employment.

Nice To Haves

Bachelor’s degree in accounting, finance, business administration, management, or a related field; equivalent relevant education and experience may be considered.
Five years of progressively responsible experience in business administration, accounting, finance, or related operations.
Experience with budgets, payroll, internal controls, and employee or vendor coordination.
Prior supervisory experience.
Proficiency in Spanish, including conversing, reading, and writing.

Responsibilities

Support and uphold the philosophy of Catholic ministry and the mission of St. Catherine of Siena in professional and personal life; model Gospel values and participate in religious ceremonies, training, and reflection as directed.
Oversee daily parish financial operations, including accounting, budgeting, accounts payable and receivable, cash management, and financial reporting.
Develop and monitor the annual operating budget with the Pastor, Parish Finance Council, and appropriate parish leadership.
Review financial statements, revenue, expenditures, and budget variances; identify concerns and recommend corrective actions to the Pastor.
Establish and maintain internal controls, financial procedures, and documentation practices in accordance with diocesan requirements.
Coordinate financial audits, reviews, assessments, and reporting with the Diocese of Austin and outside professionals as appropriate.
Monitor parish financial obligations and recommend strategies for responsible stewardship and long-term sustainability.
Manage assigned business and administrative functions and develop, implement, and maintain procedures, workflows, and operational improvements consistent with the Pastor’s direction and diocesan requirements.
Evaluate administrative systems, resources, and operational needs and recommend improvements.
Oversee parish purchasing, vendor relationships, contracts, and administrative service arrangements within delegated authority.
Coordinate business matters with diocesan departments and external service providers and ensure appropriate approvals are obtained.
Maintain accurate administrative records, contracts, and business documentation in accordance with retention and confidentiality requirements.
Coordinate personnel administration, including recruitment, onboarding, employee records, payroll administration, benefits coordination, and employee separations, in consultation with the Pastor and Diocesan Human Resources.
Support the Pastor in implementing diocesan employment policies, personnel procedures, and applicable employment requirements.
Monitor employee timekeeping, leave requests, payroll information, and related documentation for timely and accurate processing.
Assist the Pastor with performance management, staffing assessments, job descriptions, and personnel matters, seeking diocesan HR guidance when appropriate.
Supervise and direct assigned parish personnel through work coordination, performance feedback, and accountability for assigned responsibilities.
Maintain confidentiality of employee information and personnel matters and refer sensitive or complex concerns to the Pastor.
Coordinate administration of parish buildings, grounds, equipment, and facilities maintenance to promote a safe, functional, and well-maintained environment.
Develop and monitor preventive maintenance schedules, facility service agreements, repair needs, and approved capital improvement activities.
Coordinate with vendors, contractors, and diocesan offices regarding property maintenance, repairs, insurance matters, and facility projects.
Evaluate facility conditions, operational risks, and anticipated capital needs and present recommendations and proposed expenditures to the Pastor.
Support implementation of diocesan safety, security, risk management, and property-related procedures and maintain property, maintenance, inspection, and insurance documentation.
Ensure assigned business operations comply with diocesan policies, parish procedures, and relevant civil and regulatory requirements.
Implement approved internal controls to safeguard parish assets, maintain accurate records, and ensure proper authorization of financial transactions.
Coordinate timely submission of financial, payroll, insurance, and administrative reports.
Identify and communicate compliance concerns, operational deficiencies, or financial irregularities to the Pastor and appropriate diocesan offices.
Support corrective action plans resulting from reviews, audits, operational assessments, or compliance findings.
Assist in maintaining business continuity procedures and safeguards for parish information, financial systems, and administrative resources.
Advise the Pastor by providing timely financial information, operational assessments, and recommendations.
Collaborate with the Parish Finance Council by preparing financial reports, budget information, and supporting documentation for the Pastor’s review and presentation.
Work with parish clergy, ministry leaders, administrative staff, volunteers, and diocesan departments to coordinate business and operational needs.
Participate in parish leadership and planning meetings as directed by the Pastor.
Support responsible resource allocation and operational planning consistent with pastoral priorities and financial capabilities.
Provide direct supervision to assigned administrative, business, or operational employees, including work assignments, scheduling, training, performance feedback, and recommendations concerning personnel actions.
Perform other duties assigned by the Pastor that are consistent with the position’s administrative responsibilities and the parish mission.