Business Office Manager

Job Description

Position Summary
The Business Office Manager oversees the day-to-day administrative, financial, and operational functions of The Order of Friars Servants of Mary (also known as The Servites) to ensure smooth and effective support of its religious, educational, and community ministries. This position combines business management skills with a commitment to The Servite mission and values. Comprehensive benefits package includes health insurance, dental insurance, disability and life insurance coverage and a pension plan. Paid time off includes ten vacation days, ten personal/sick days, and ten paid holidays. The salary range for this position is $75,000 to $85,000, commensurate with experience.
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The duties contained in this job description reflect general details necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. This should not be considered an all-inclusive list of work requirements. The Business Office Manager may be required to perform other duties as assigned.
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Financial Administration Duties:
• Manage accounts payable, accounts receivable, payroll, and general ledger functions using Quick Books and Intuit.
• Conduct bank account reconciliations.
• Prepare and monitor annual budgets and reports in collaboration with leadership.
• Ensure compliance with all applicable laws, tax filings, and reporting requirements.
• Print checks and obtain signature.
• Deposit checks and conduct wire transfers of funds.
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Administrative & Office Management duties:
• Provide administrative support and develop and implement administrative policies and procedures
• Maintain accurate records, contracts, and institutional documents.
• Prepare tax letters for donors.
• Sort and open mail.
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Human Resource Duties:
• Coordinate employee onboarding, benefits, and training.
• Manage employee records, paid time off and HR compliance.
• Serve as liaison for issues relating to workers' compensation, unemployment and benefits.
• Support a positive and collaborative workplace culture aligned with The Servites' values.
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Facilities, Property & Vendor Management Duties:
• Manage contracts with service providers, vendors, and contractors.
• Ensure compliance with safety, security, and insurance requirements.
• Maintain car titles, registration and insurance, assist with purchasing and selling vehicles and maintain car budget summaries.
Support for Mission & Ministry duties:
• Provide administrative and financial support to clergy, secular order, and staff.
• Assist with planning and execution of events, programs, and community outreach initiatives.
• Uphold confidentiality, integrity, and sensitivity regarding personnel, financial and donor information.
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Qualifications
• Bachelor's degree in business administration, finance, nonprofit management, or related field (preferred).
• 3-5 years of related experience in office management, finance, or business operations.
• Familiarity with nonprofit or religious organization operations a plus.
• Strong organizational, communication, and leadership skills.
• Proficiency in accounting software, such as QuickBooks and Intuit and proficiency with Excel and Microsoft Office Suite.
• Ability to operate a computer, telephone, copier, printer, fax machine and other standard office equipment.
• Ability to work independently, prioritize tasks, and manage multiple responsibilities.
• Commitment to the values and mission of The Servites.
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Core Competencies
• Ethical judgment and confidentiality
• Financial stewardship
• Communication and interpersonal skills
• Problem-solving and adaptability
• Collaborative leadership
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Physical Demands
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
• Ability to sit for extended periods of time at a desk or workstation.
• Manual dexterity to operate a computer, telephone, copier, printer, fax machine and other standard office equipment.
• Visual acuity to read documents, spreadsheets, and computer screens.
• Ability to communicate clearly in person, by phone, and in writing.
• Occasionally standing, walking, reaching, bending, and lifting or carrying items up to 20 pounds (such as office supplies, files, or small packages).
• Capacity to maintain focus and attention to detail in a busy office environment.

About the Employer

The Order of Friar Servants of Mary's mission in Chicago is to share in the ministry of the compassion of Jesus Christ through preaching, retreats, parish work, education, prayer, and counseling.