Posted: May 23, 2023

Office Manager/Bookkeeper - Notre Dame Catholic Mission

Diocese of Palm Beach - Fort Pierce, FL
Application Deadline: N/A

Notre Dame located in Fort Pierce, FL is searching for a full time Office Manager/Bookkeeper.

The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance.  The diocese also provides a 403(b)-retirement plan to all employees.  Information on our benefits and retirement programs can be found here.

Position Requirements:

Manages all office and accounting functions for the Parish and reports directly to the Parish Administrator. The position will be responsible for the accurate preparation of financial statements with comparison to budget and prior year results in accordance with Diocesan Policies and Procedures.  

Essential Duties and Responsibilities:

  • Manage Parish accounting including financial transactions on a daily basis
  • Provide accurate and timely bookkeeping and financial comparative reporting for the Parish utilizing the chart of accounts and standardized reporting formats on a modified cash basis, monthly, quarterly and annually to the Pastor and the Finance Council along with other supporting reports and schedules appropriate as needed
  • Prepare proper benefits accruals and keep time off requests for all employees and record such in Paylocity payroll PTO correctly
  • Coordinate all payroll preparation and processing per Diocese Policy on Payroll with submission of appropriate reports to the DOPB payroll, Pastor and records for attachments to appropriate journal entry.
  • Prepare bank reconciliations on all bank, SFT and investment accounts, if any
  • Responsible for processing vendor payments in Sage 50 for all accounts, including auxiliary accounts in detail (ie: CCW,etc.)
  • Record all bank deposits for offertory per Diocesan guidelines and other items especially donations/contributions as needed. Ensure PDS system is also included when necessary as well as balancing this system with Sage 50 deposits, where applicable.
  • Process credit card payments for donations and other appropriate receipts
  • Prepare journal entries and maintain general ledger accounts in compliance with Diocese of Palm Beach policies
  • Ensure compliance with all State and government filings, which includes the following but is not limited to complete and accurate W-9/1099/1096 filing, W-2/W3 filing by third party processor and W2G/945 filing and if necessary, form 5754, while maintaining complete documentation of all efforts that can be readily assessed and filed for easy access.
  • Preparation of annual operating budget with assistance from Pastor and maintain budget in Sage 50 to produce actual vs. budget reports. Explain significant variances as necessary
  • Prepare all supporting information for the triennial AUP and liaise with the Parish Pastor and the external auditors as necessary
  • Document and maintain complete and accurate supporting information for all financial transactions and appropriate filing per Diocesan record retention guide
  • Assist the Pastor on a regular basis regarding business decisions and keeping him updated on all accounts and areas of interest and/or concern
  • Collaborates weekly to produce the bulletin
  • Proofreads bulletin for layout, content and clarity
  • Performs secretarial/administrative duties for Parish Administrator
  • Provides primary phone support for incoming calls. Greets and assists visitors as needed
  • Attend Parish Finance Council and other committee meetings appropriate to the position as well as coordinate the Annual PFC report to the Bishop per Diocesan policy and instructions
  • Become familiar and adhere to all Diocesan” policies and procedures
  • Communicate with the Diocese Finance Office regarding all bookkeeping concerns and actively participate in all diocesan professional training as appropriate
  • Handle sensitive material and serve as a liaison to other staff members
  • Maintain absolute confidentiality about staff and others associated with the operation of the entity and communicate with staff in a professional and courteous manner


  • Minimum of Associates Degree in Accounting, Bachelor’s degree preferred. However, some college or post high school vocational tech school credits in accounting with equivalent business experience acceptable
  • Minimum 3+ years of accounting experience preferred
  • Strong accounting, secretarial, administrative, communication and office skills
  • Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality and the ability to exercise discretion and good judgment
  • Ability to work effectively with Catholic Charities and Diocesan employees, departments heads, and representatives of other agencies
  • Strong ability to organize, prioritize and multi-task as well as being self-motivated
  • Must have excellent written and verbal communication skills
  • Must have excellent driving record
  • Knowledge and understanding of or ability to learn church organization and operational procedures
  • Proficiency in accounting software with SAGE 50 experience a plus
  • Attention to detail and be willing to work a flexible schedule when needed
  • Proficiency in MS Office Suite, including Word, Excel, Outlook and Internet
  • Ability to multi-task, work independently and make responsible judgment calls
  • Excellent analytical skills and problem-solving capacity
  • Ability to stay focused and organized
  • Strong interpersonal skills
  • Ability to respect confidentiality and consistently exercise discretion and good business judgment
  • Strong ethical values

Physical Requirements:

  • Occasional light lifting and carrying of under 15 pounds
  • Frequent use both hands and fingers (i.e. typing)
  • Frequent extended periods of sitting
  • Occasional periods of standing, kneeling
  • Occasional ability of minimal hearing (i.e. loud noises, sirens) and routine hearing (i.e. listening to others in conversation)
  • Occasional time spent working closely with others

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

To apply, download and complete the Employment Application and submit along with your resume, salary requirements and list of references to the attention of Jenna Sheehan, Human Resources Administrative Assistant.

Via US Mail: Diocese of Palm Beach

9995 North Military Trail

Palm Beach Gardens, FL 33410-9650

Via Fax: (561) 775-9575

Via Email:  [email protected]