Accounting Specialist - Auxiliaries

Job Description

Position Overview:
We are seeking a mission-driven and detail-oriented Accounting Specialist to support the financial operations of our religious communities, retreat centers and affiliated ministries. Working under the guidance of the Controller, this role plays a key part in ensuring the accurate and timely processing of financial transactions, preparation of reports, and ongoing stewardship of the resources entrusted to our care. This position supports the broader mission of the Passionists by providing reliable financial insight and administrative support to help our ministries thrive.

Key Responsibilities:
Accounts Payable and Reimbursements
• Coordinate and process payments for vendors and community-related expenses, including preparing check runs and initiating ACH transfers.
• Manage affiliated entities' requests for reimbursement from the Provincial Office and ensure accurate documentation for credit memos.
• Handle manual deposits, ensuring proper account allocation and updating related donation and mission appeal records.

Transaction Recording and Journal Entries
• Review financial submissions from local communities and accurately record corresponding journal entries.
• Deposit donor contributions and other collections, maintaining detailed records to ensure proper tracking.
• Post financial adjustments such as debit and credit memos, reconcile bank statements, and prepare journal entry batches for management review.

Payroll and Benefits Support
• Collect and compile wage and benefit information to support pension contributions and prepare related payment requests.
• Review and verify requests for payroll reimbursement from affiliated entities, ensuring accuracy before requesting appropriate interbank transfers.

Financial Reporting and Analysis
• Analyze trial balances, identify errors discrepancies, and post necessary corrections to ensure accurate financial reporting.
• Prepare concise monthly financial summaries for communities, highlighting key variances and trends.
• Assist in the quarterly closing process and compile consolidated financial reports for various entities within the organization.
• Regularly compare financial data reported by communities, retreat centers, the Provincial Office, and other affiliated entities to resolve inconsistencies across entities.

Insurance, Budgeting, and Compliance
• Allocate insurance costs across relevant entities and coordinate electronic payments.
• Support the preparation, submission, and tracking of annual operating and capital additions budgets.
• Enter approved budgets into the accounting system and provide analysis and reporting to finance leadership.
• Maintain compliance records by collecting final audit reports and required tax documentation such as IRS Forms 990, and collect data necessary for information reporting by communities on Forms 1099.

Administrative Support & Communication
• Manage ordering and inventory of financial supplies such as checks and deposit slips.
• Maintain current W-9 records for vendors and contractors, ensuring regulatory compliance.
• Serve as a liaison for accounting system users, providing troubleshooting support and communicating system updates.
• Identify and track donations requiring acknowledgments and coordinate with administrative staff for timely follow-up.
• Act as a backup for payroll processing during the absence of the primary payroll specialist.

Qualifications:
• Minimum 3-5 years of experience in accounting, preferably in nonprofit, religious or mission-based organizations.
• Strong organizational skills, attention to detail and commitment to accuracy.
• Experience with accounting systems and Microsoft Office Suite.
• Ability to handle sensitive financial and personal information with discretion and confidentiality.
• Excellent oral and written communication skills and a collaborative spirit.
• Familiarity with Catholic religious life or working in a faith-based environment is highly desirable.
Personal & Mission Alignment
• Respect for Catholic teaching and religious life.
• Demonstrated ethical integrity, confidentiality and accountability.
• Ability to work individually and collaboratively with religious leadership and lay staff.
• Willingness to understand and be familiar with Passionist charism and spirituality.
Additional
• Willingness to travel occasionally to Passionist meetings, communities and ministries.

Compensation & Benefits
We offer a fair salary in accordance with the values and mission of The Passionists of Holy Cross Province. Our comprehensive benefits package is designed to support the overall well-being of our employees and may include health, dental, and vision insurance, retirement plans, paid time off, and opportunities for spiritual growth and professional development. We strive to foster a supportive and faith-centered work environment rooted in respect, service and community.

To Apply
Please submit a resume and cover letter detailing your interest about the position to specialist@passionist.org. Applications will be accepted until position is filled.

About the Employer

The Passionists of Holy Cross Province are a Roman Catholic religious order of priests and brothers founded by St. Paul of the Cross, dedicated to keeping alive the memory of Christ's Passion through preaching, compassion and solidarity with the suffering. Our mission reaches across pastoral ministries, retreats, spiritual direction, social justice and care for creation. Rooted in community life and contemplative prayer, we serve with humility, simplicity and a profound sense of hope. See more at www.passionist.org.