Parish Administrative Assistant
9 days ago
Fort Worth
Job Description 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. Ministerial Description: The Administrative Assistant is responsible for performing a variety of tasks to support the goals and operations of All Saints Catholic Church. This role requires a detail-oriented, proactive, and adaptable individual who can work both independently and as part of a team. The successful candidate will demonstrate strong communication skills, a commitment to quality, and the ability to manage multiple priorities. Because all Diocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work. As such, the Administrative Assistant should be a faithful and practicing Catholic. Principal Accountabilities: • Performs secretarial duties for pastor and other designated employees., • Serves as the primary point-of-contact for administrative interface to the parish - greets parishioners, directs questions to the appropriate departments, general administrative guidance, distributes and collects forms., • Maintains a regular, visible presence with parishioners throughout the week., • Greets parishioners warmly., • Responds to all incoming telephone calls, directs questions to appropriate departments, takes messages for Pastor and staff, and responds to messages left on the administrative assistant line., • Maintains the adequate stocking of relevant forms, guides, collects, protects, and delivers completed forms, guides in a timely manner., • Maintains positive and professional relationships with other staff members, and communicates with them regularly, to ensure adequate support for our parishioners., • Accurately and patiently listens to the concerns of our parishioners and responds with charitable responses and directs these concerns to the appropriate staff members., • Maintains Mass Intention book., • Develops and communicates baptism class schedule and baptism rite schedule., • Responsible for registering parishioners and visitors for baptism classes and baptism rites., • Accurately updates all sacrament records, complete requests for records (duplicate certificates)., • Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law,, • Fosters mutually responsive relationships with parish staff and the parish community at large., • Mitigates conflicts quickly and charitably., • Works independently and within teams on special nonrecurring and ongoing projects as assigned by Pastor or Business Manager., • Maintains a high level of attention to detail in the completion of administrative processes and procedures., • Maintains an accurate and current database of standard templates, forms, and files. Creates new products when requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update). Minimal: Exercise discretion and independent judgment with respect to matters of significance. Supervision Given and/or Received: by Pastor Moderate supervision given by Pastor and/or Business Manager Internal Contacts: • The Diocese, Pastors, Priests, Principals, Business Managers, and employees. External Contacts: • Parishioners, Diocesan Staff. 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 Diocese, 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., • 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 50 pounds without assistance and up to 75 pounds with assistance., • This position requires some evening and weekend work. Travel Requirements: • Infrequent travel, by car, may be required to vendor for supplies, and/or Diocesan meetings. Education and Experience Preferred: • High School Diploma or equivalent required, • Administrative Assistant experience 1-3 years preferred, • Bilingual (Spanish/ English) required, • Self-starter, • Strong interpersonal skills with ability to maintain a professional, cordial, effective, service-oriented, and productive work relationship with the Pastor, Parochial Vicar, staff, volunteers, parents, and parishioners, • Teambuilding, supervision, collaboration, and formation skills, • Demonstrated ability to listen empathetically, make peace, and de-escalate, • Demonstrated history of good judgement., • Demonstrated aptitude for adaptability and flexibility., • Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel., • Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn., • Ability to meet deadlines and follow directives from Pastor or Chief of Staff in a timely manner., • Ability to receive, understand, retain, and complete verbal and written tasks., • Ability to work independently as well as in teams., • Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity., • Ability to honor and maintain confidentiality., • Ability to work well with people from a diverse variety of audiences., • Excellent organization, prioritization, and communication skills FLSA Designation: Non-Exempt, onsite. 40 hours per week