Business Manager School- Our Lady of Grace Catholic School

Employment Status: Full-Time

FLSA Status: Exempt/Salaried

Weekly Schedule: Monday - Friday, 40 Hours per week. Some evening and weekend hours may be required.

Reports To: Principal

*Full-time Benefits may include: Paid Holidays/Holy Days, 403b Retirement, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location.

Summary:

The Business Manager (BM) provides essential financial and operational support to the Principal in the overall administration of the Business Office for the School. This role encompasses financial oversight, property management, personnel procedures, and office operations to ensure smooth and efficient administration.

The BM assists the Principal in managing school finances, overseeing property maintenance, and coordinating office functions. Additionally, the BM plays a key role in personnel management, participating in the selection of staff and assisting with human resource procedures. The BM is also responsible for maintaining in-house personnel records and ensuring compliance with Human Resource policies and procedures in alignment with the Archdiocese of San Antonio.

This position requires active participation in Finance Council meetings, where the BM presents financial reports and documentation for review. The BM must ensure accuracy in financial reporting and contribute to strategic financial planning to support the mission and sustainability of the school.

Position Responsibilities:

Essential Duties

• Responsible for all school accounting, including but not limited to payroll, accounts payables, accounts receivables and financial reporting.
• Maintains complete and accurate records of all school finances, employment and business transactions. Assures that all financial, employment and business records and all transaction data are correctly, accurately, and timely documented and maintained.
• Responsible for the daily coordination, monitoring, and control of all school departmental and organizational funds.
• Oversees counting and depositing of all school funds; manages school bank accounts.
• Ensures that all school bills are paid on a timely basis including but not limited to taxes, fees, and insurance bills. Ensures all federal and state financial regulations are followed and complied with.
• Maintains a responsible cash flow management system and maximizes cash management resources.
• Maintains accurate financial records and files.
• Assists the Principal in the management of all school program budgets and evaluates program budgets with the professional staff.
• Provides accurate and timely financial reports, consults with, and advises the Principal and Finance Council bringing any financial concerns to their attention as soon as they become apparent.
• Serves as liaison between the School and the Archdiocese on financial and Human Resources (HR) matters.
• Prepares, administers, and reviews the annual fiscal budget in collaboration with the Principal and Finance Council as well as analyzes business performance against budget and parish goals.
• Coordinates school fund-raising programs, stewardship, planned giving, and endowment programs.
• Recommends financial strategies and applicable committee usage to the Principal.
• Participates in all school staff meetings and Finance Council meetings as required.
• Assists the school’s Finance Council in promoting financial stewardship in the school, including providing transparent reporting systems that foster trust in the school community.
• Solicits and reviews vendor agreements, bids, and quotes; provides recommendations to the Principal and Finance Council accordingly.
• School’s representative to financial institutions, vendors, and governmental authorities.
• Attends Archdiocesan meetings and trainings as necessary, representing the school and the Principal.
• Consults with and advises the Principal on business and financial matters.
• Coordinates school liability and property insurance, and worker’s compensation with Archdiocesan insurance programs.
• Maintains good working relationships and effective communications between the parish, school, Archdiocese and its various outside groups.
• Supervises the financial aspects of any major school construction, improvement, or repair.
• Coordinates procurement and maintains accountability of capital equipment.
• Assists with the planning, coordination, and promotion of all school-wide events including but not limited to the school’s calendaring, festivals and school fundraising.
• All other duties as deemed necessary by the Principal.

Additional HR Duties

• Ensures job descriptions, reporting relationships and salary structure is accurate, up to date; administers salaries and benefits programs for all parish employees in alignment with Archdiocesan guidelines, plans, and programs.
• In collaboration with the Archdiocese HR Business Partner and Principal, implements school human resources policies and procedures.
• Coordinates and tracks leave (annual, personal, and sick) for all school employees.
• Advises Principal regarding pay rates, wage increases, and Cost of Living Allowance increases on a yearly basis.
• Coordinates the recruiting, hiring and termination of school employees.
• Develops and implements a comprehensive staff training program for school staff, including but not limited to disaster preparedness, employee safety, job-specific requirements, Safe Environment, and operational processes.
• Establishes and maintains employee evaluation processes for school staff in compliance with Archdiocesan norms.
• Recruits, trains, and supervises parishioners who volunteer for service to the school office, building and grounds committee, capital campaigns, stewardship, and special projects.
• Must maintain a high level of confidentiality.

Property and Equipment Management

• In cooperation with the parish finance council, develop and administer policies and procedures concerning the use of all school properties and facilities.
• Assists Principal in overseeing facilities management and maintenance of school grounds.
• Ensures all office equipment including, telephones, computers, and information systems, are in good working order and communicates issues to Principal for maintenance and repair
• All other duties as assigned

Work Environment:

• Works hours Monday through Friday, hours to be determined by the Principal
• Flexibility to work weekends and other annual school events