Non-Profit Organization looking for experienced manager with bookkeeping knowledge.
Candidate must be able to work a flexible schedule, including some nights and weekends. This is a fast-paced job that requires the candidate to be physically capable of lifting 50 lbs.
The Carmelite Spiritual Center is seeking an energetic and flexible individual who will be responsible for managing and supervising the overall day to day operations and administrative functions of the Carmelite Spiritual Center. This position is also responsible for maintaining the financial and payroll records of the Carmelite Spiritual Center.
The applicant must have excellent communication skills. The position requires excellent organizational skills and a commitment to maintaining confidentiality and the highest ethical standards.
Essential Job Functions:
Ensuring administrative operations flow smoothly; ensuring assignments are completed on time and in an organized manner.
Administering and implementing department policies, standards, and procedures.
Organizing department operations and procedures.
Oversees scheduling and contracting for use of facility, programs and people using the Spiritual Center.
Works with Departmental Supervisors to ensure that the Spiritual Center is properly staffed at all times.
Supervises all staff, including all full/part-time staff, evening staff.
When staff or time is short this position will need to help out where needed. This includes housekeeping, kitchen and receptionist desk.
Discern inquiries personal, phone or mail and see they receive appropriate and prompt response.
Reviews and addresses all requests by staff, guest and public to ensure that they are in compliance with Carmelite philosophy, mission statement, contracts, policies, procedures and staff objectives.
Schedules and conducts weekly meetings with all supervisors to ensure staff is prepare for the current scheduled guests and events and to address any issues or concerns.
To serve as a back up to the receptionist desk and trouble shoot any issues that the Office Manager is not able to handle.
Attend and initiate appropriate publicity with the Campus Marketing Team to ensure growth of the Spiritual Center.
Records individual deposits into QuickBooks, prepare bank deposits and brings deposits to bank.
Records all credit card receipts and fees.
Maintains accounts payable and receivable, ensuring all generated invoices have been enter into QuickBooks.
Reviews vendor invoices, obtains proper payment approval, enters amounts into QuickBooks, generates and mails vendor checks in a timely manner.
Produces monthly financial reports and other individual reports as requested by the Director as needed.
Maintains and secures all personnel files. Ensures that all personnel files are complete and up to date.
Prepare timecards and maintain time clock as needed.
Reviews employees’ timecards to ensure that both the employee and supervisor has signed off.
Run bi-weekly payroll which includes recording all employee sick, vacation and other time off. Distribute payroll to employees
Responsible for maintaining QuickBooks’ payroll software ensuring that all updates have been installed and employee changes have been entered in a timely manner
Responsible for ensuring rates are up to date, filing required reports and payments on all monthly payroll taxes, insurance, and pension.
Responsible for quarterly and year end payroll tax reports including employee W-2 forms.
Enter monthly journal entries and complete month end and year end close.
Create annual budget.
Respond to employee questions on payroll and employee handbook related matters, including time off balances
Collaborate with Director on an ethical and economically efficient manner to work with all vendors for the Spiritual Center.
The Carmelite Spiritual Center is a Catholic retreat center operated by the Carmelites of the Most Pure Heart of Mary. The Center provides a setting for a variety of programs for men and women seeking a deeper experience of God and of themselves.
Our facility has 58 lodging rooms, a variety of meeting rooms, and a full dining hall. We welcome groups who facilitate their own meetings, retreats, or workshops.