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Description
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Business Manager
All Saints Catholic Academy
Rockford, IL
Description
A Catholic School Business Manager oversees all financial (budgeting, payroll, accounting, tuition, reporting) and operational (HR, facilities, compliance) aspects, acting as a steward of resources while upholding the school's Catholic mission, reporting to the Principal, and collaborating with Executive Pastor, Finance/Pastoral councils, and diocesan offices for effective, compliant management aligned with faith values.Â
Position: Business ManagerÂ
Start Date: ImmediateÂ
Reports to: Principal
Hours: 28 per weekÂ
FLSA Status: Part-Time Salaried, ExemptÂ
Salary Range: $27,412 - $39,743/ yearÂ
Benefits: Holiday, 403(b) Retirement Plan, Paid Personal Time Off: Full DescriptionÂ
Position Summary: The Business Manager is a professional who is responsible for financial and personnel operations of the school and serves to ensure all business practices align with the School Mission, Diocesan policies and adheres to proper accounting principles. Analyzes information on sub accounts, maintains all records, manages all deposits and disbursements, maintains lines of communication with all staff for proper management of funds and programs. Works with School, Parish, and Diocesan staff on HR issues, pay, benefits and coordinates personnel policies.Â
The Business Manager is a vital leadership role responsible for overseeing the financial, administrative, and operational functions of All Saints Catholic Academy. This position ensures sound financial management, compliance with Diocesan policies, and efficient day-to-day operations, thereby supporting the school's mission.
Qualifications
• A minimum of 3 years in an administrative role.
• A background and skill set in accounting, business management, finance or human resources is preferred.
• Strong working knowledge of QuickBooks and basic accounting principles.
• Proficiency in payroll systems (experience with Paylocity preferred).
• Familiarity with FACTS is highly desirable.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines effectively.
• Strong communication and interpersonal skills, with the ability to interact professionally with staff, students, families, and Diocesan representatives.
• High level of integrity and ability to handle confidential information discreetly.
• Demonstrated ability to handle confidential, time-sensitive and critical matters using good judgement, tact, respect and discretion.
• Ability to anticipate needs, establish priorities, maintain confidentiality, demonstrate discretion, project a positive attitude and exercise a high level of professionalism.
• Excellent relationship-building skills with a focus on service to others. A high level of energy, creativity and humor.
• A commitment to the mission and values of All Saints Catholic Academy.Â
Requirements
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Essential Duties and Responsibilities
Financial Management
• Accounting & Reporting:
o Maintain accurate financial records in compliance with Diocesan accounting procedures and generally accepted accounting principles (GAAP).
o Manage all aspects of accounts payable and receivable, ensuring accurate coding and
timely processing for the school.
o Post/Submit Hot Lunch charges and Extended Care Program charges weekly to FACTs.
o Verifying families for Free/Reduced lunch program through the IWAS system.
o Prepare comprehensive financial reports for the Education Commission, including quarterly updates, annual budget, and year-end close-out.
o Reconcile all accounts with monthly bank statements and manage DIAL accounts
(deposits, withdrawals, reconciliations).
o Preparing and Reconciling Cash Boxes when needed.
o Process weekly tuition reports from FACTS.
o Issuing letters and reaching out to families with Past Due Tuition/Account balances.
o Prepare and submit monthly financial reports to the Diocese promptly.
o Filing of all Financial Receipts & Records for auditing purposes.
o Provide financial reports to individual departments as needed.
o Maintains confidentiality regarding school matters.
o Collaborates with Principal and Executive Pastor to facilitate the financial aid process.
o Processes paperwork for new employees, including benefits enrollment, payroll information, deductions, direct deposit program, insurance and retirement with the diocesan office.
o Performs budget analysis and keeps principal and executive pastor informed of budget trends, reviewing at regular meetings.
o Attends and assists with school events when appropriate
o Administers the Paylocity system to manage sick, personal and vacation time and approve hourly employees time sheets per pay period.
o Manages incidental billing for student fees
o Coordinates with Athletic Director to ensure the payment of officials
o Maintain records of contracts with outside vendors
o Assists in facilitating local, state and federal grant programs
o Other duties as assigned
• Cash Management & Donations:
o Process weekly deposits of all funds and donations
o Prepares weekly cash disbursement reports, oversees petty cash and ensures bank deposits in a timely manner
o Prepare and mail receipts/acknowledgements for eligible donations, especially Qualified Charitable Distributions (QCDs).
o Send annual tax donation letters.
• Budgeting & Audit:
o Collaborate with the principal to prepare the annual budget.
o Prepare reports and information for audits, working directly with the Diocesan Auditor.
Payroll & Human Resources Support
• Payroll Administration:
o Serve as the primary point of contact for the Diocese and all employees regarding payroll matters.
o Maintain a complete understanding of the Paylocity payroll system and ensure accurate bimonthly payroll processing, including approval, submission, and recording.
o Maintain comprehensive payroll files for all employees.
o Prepare and submit W2 information to the DioceseÂ
• Benefits Administration Support:
o Possess a working knowledge of employee benefits (e.g., Health Insurance, Pension,
403(b), Short-term Disability) to assist with related paperwork and inquiries.
Database & Records Management
•FACTS:
o Maintain the school's data system, FACTS, and update each school year or as needed.
o Work with FACTS each school year to update enrollment, grant management, and inquiry packets.Â
• Record Keeping & Compliance:
o Maintain all files following Diocesan file retention requirements.
Operational Support
• Procurement & Inventory:
o Order all necessary supplies for the school.
o Assist the committee with orders as needed.
• General Office Administration:
o Perform general office duties, including answering phones, managing email
correspondence, assisting school visitors, and caring for ill children as needed.
o Maintain office equipment and manage lease agreements.
• Risk Management:
o Obtain Certificates of Insurance as needed.
Other duties assigned as needed.
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