Pastoral Administrative Assistant bei None

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth.  This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary:

This position provides administrative and secretarial support for the office. In addition to typing, filing performs duties such as coordination of meetings on calendar. Answers phone and correspondence and assembles confidential and sensitive information.  Deals with a diverse group of employees, callers, and visitors.

Principal Accountabilities:

General Administration

• Serves as the primary point-of-contact for administrative interface to the parish.
• Welcomes visitors and refers them to the appropriate office, ministers, and services.
• Answers phone for the office; returns and directs calls, drafts written responses or replies by phone or e-mail when necessary. 
• Performs secretarial duties for pastor and other designated offices. 
• Manages pastors’ calendar scheduling appointments, including confessions, spiritual guidance, and sick calls, and miscellaneous meetings.
• Coordinate flow of communications with various parish organizations and other parish activities, as needed.
• Schedule appointment with pastor or deacon for Quinceañera.
• Records and schedules Mass intentions if and when needed.
• Prepares Liturgy from the material provided.
• Responsible to collect all required documentation for the sacrament of baptism, schedules baptisms working with sacramental coordinator, deacons and priests and maintains record of the completed baptisms and other sacraments.
• Schedule all funerals working with liturgy director and priests.
• Gather information/material for bulletin and submit by Wednesday.
• Maintains the schedule of the church facilities including the halls. 
• Establishes, develops, maintains and updates the filing system or data system for the office. Retrieves information from files when needed. 
• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
• Maintains positive and professional relationships with other staff members, and communicates with them regularly, to ensure adequate support for our parishioners.
• Responsible for all projects and task as assigned by the pastor.

VOLUNTEERS:

• Administrative support volunteers, such as event forms, room reservations, current up to date parish calendar.

Internal Contacts:

• Diocese Pastors, Priests, Deacons and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the parish, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• A significant amount of time regularly spent on the telephone providing parishioner support.
• Ability to accept work interruptions while remaining focused on duties.  
• Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
• Ability to lift-up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, as directed by the Pastor by car, may be required to the Catholic Center, Diocese Parishes and/or schools.

Education and Experience Preferred:

• Practicing Catholic, faithful to the Magisterium, and in good standing with the Catholic Church.
• High School Diploma
• Administrative Assistant experience
• Bilingual English and Spanish strongly preferred.  

Knowledge and Skills Preferred:

• Strong computer skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Parish Data Systems.
• Associates degree or experience in administrative management.
• Ability to work well with people from a diverse variety of audiences.
• Ability to honor and maintain confidentiality.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Excellent writing skills (syntax, tone, and style).
• Excellent grammar, composition, spelling and referencing skills.
• Willingness to continue with personal and professional development.
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• General ability to work with, troubleshoot, and learn how to use technology.
• Bilingual (Spanish/ English) is highly desirable but not required.

FLSA Designation: Non-Exempt, Part-time, 20 hours per week, Onsite. Monday, Wednesday, Thursday, Friday9am -2pm