Administrative Asst

The Diocese of Fort Worth, Texas includes 91 Parishes and 19 schools. It stretches from Quanah, Texas just northwest of Wichita Falls in the West and extends to Penelope, Texas in the Southeast. Its largest metropolitan areas are Fort Worth, Arlington, Denton, and Wichita Falls. The principal duty of all employees is to assist in the mission of the Catholic Diocese of Fort Worth, Texas.

General Position Summary: The Administrative Assistant will be responsible for providing administrative, and clerical support to the Pastor, Parochial Vicar, Deacons, church staff and various ministries.

The ideal candidate must be bilingual in English and Spanish, will be a self-starter with a heart to serve the community. The person is service oriented; actively looks for ways to help people; is high energy, friendly and engaging; has excellent organizational and interpersonal skills, customer service, the ability to multitask, and a vibrant Faith life. They will have a strong working knowledge of Microsoft Word, and Excel. Knowledge of ParishSoft is a plus.

Principal Accountabilities:

• Manages the Pastor’s calendar.
• Conveys messages, questions, and information to the Pastor daily.
• Screens calls and visitors to the Pastor, Parochial Vicar and Deacons deeming necessity and means of immediate contact with them. In the absence of the clergy, provides information and referrals, as necessary.
• Composes, prepares, and distributes correspondence and other documents independently and as instructed by the Pastor and other clergy.
• Attends and takes written minutes of meetings as required by Pastor.
• Assists in scheduling funerals along with the Bereavement committee and notifies Pastor, Deacons, and Business Manager.
• Prepares and maintains marriage and annulment files and records; obtains required documents as needed.
• Welcomes and directs visitors in a prompt, friendly and professional manner.
• Answers telephone and directs calls to Clergy and parish staff. Also, returns all internal and external calls, and emails in a timely manner to ensure that parishioner and peers concerns are understood, addressed, and resolved in an efficient and complete manner as possible.
• Records Mass intentions and Sanctuary light and collects Mass stipends.
• Assists the Pastor and Business Manager with administrative tasks, including but not limited to preparing correspondence, scheduling appointments, maintaining records.
• Maintains and updates sacramental information in database and in official record books and sends required/requested sacramental notifications or certificates.
• Records new parishioner registrations and updates/maintains personal data of parishioners using ParishSoft software.
• Act as “point person” for inquiries on parish business and administrative matters, making appropriate referrals as needed.
• Collaborates closely with the Pastor and Business Manager and other members of the parish staff.
• Responds in a professional and courteous manner to escalated parishioner concerns to reach an effective resolution. This may entail coordinating with and working with other ministries to resolve the concern.
• Responsible for all other projects, tasks, etc., as assigned by the Pastor or Business Manager.

Required Skills and Qualifications:

• Active member, in good standing, of a Catholic parish community.
• Successful administrative/secretarial experience. Experience with administrative and support services in a Catholic Church setting is preferred.
• Regular work hours (8 am – 5 pm) with a willingness to work evenings and weekends as needed.

• Grasps concepts quickly and has good follow through skills; adheres to work schedule and follows through on challenges as they arise; maintains a positive outlook.
  
• Motivated self-starter, with ability to work both independently and with a team, schedule and produce work in a timely manner. Strong work ethic and strives to achieve all goals.
  
• Proficient and professional in both oral and written communication in English and Spanish.
  
• Ability to communicate in a pleasant and effective manner both internally and externally. Strong active listening skills, gives full attention to what other people are saying, taking time to understand the points being made, asking questions when appropriate, and letting others fully state their ideas.
  
• Compliant with the Catholic Diocese of Fort Worth Safe Environment policy.
• Required to own vehicle and valid driver’s license for picking up supplies.
  
• Ability to maintain the highest degree of confidentiality.
  
• Exceptional accuracy and attention to detail.
• Good organization and time management skills and the ability to set priorities and accomplish objectives to meet deadlines in a fast-paced, highly structured environment.

• High school diploma required.
• Some college education is preferred and/or work experience in a business-related field that also includes computer technology.
• 3+ years’ experience working in a Catholic Church or organization.

• Ability to foster a positive helpful attitude with others while maintaining a positive working relationship between peers. Ability to model and promote ethical behavior.
  
• Effective problem-solving skills.

Working Conditions and/or Physical Requirements:

• Significant amount of time regularly spent answering and speaking on the telephone and corresponding via email internally and externally.
• Must be able to lift 40 lbs., stand, stretch, bend, and sit for extended periods of time.