What are the responsibilities and job description for the Associate/Assistant position at Catholic Diocese Of Fort Worth?

Job Description

Position : Database and Contribution Administrator

Date Revised : January 22, 2025

Reports to : Director Finance and Stewardship

Location : St Philip the Apostle, 5201 Cross Timbers Road, Flower Mound, TX

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 :

Responsible for all parish data including but not limited to parishioner profile information and contributions. Ensures accurate data entry, continued data integrity, administration, reporting and auditing of all parish data. Special projects to include parish wide mailings (both traditional and electronic) and specialized report creation. Works closely with other departments to ensure continued maximized utilization of the database and its features.

Principal Accountabilities :

Ensure parish management system contains accurate parishioner records, including, but not limited to the addition of new members, address / contact corrections, deletions, pledges, and other data fields as necessary. Communicate updates / changes as necessary to the Advancement Foundation.
Oversee the collection counters group, post weekly contributions, online giving, and miscellaneous donations to parish management system.
Responsible for parish’s online giving and payments presence; manages Pushpay funds and creates payment forms as needed to support offertory and second collections, event and program registrations, and other parish groups and activities as needed; provides reports from these forms to staff and volunteer leads as needed.
Focal point for parishioner help : offertory, online giving (including platform migration), capital campaigns, ways to give, reporting needs, etc.
Assist with processing capital campaign donations through Advancement Foundation.
Work closely with all staff as needed with regards to mailings, reports and labels.
Provide parishioners with statements for all contribution information including annual contribution statements.
Responsible for the Columbarium database (currently Pontem) and records.
Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law.
Responsible for all other projects, tasks, etc., as assigned.

Internal Contacts :

Pastor, Supervisor, Bookkeeper, all parish staff

External Contacts :

Parishioners, Diocese, Advancement Foundation, vendors

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, including tight deadlines.

Ability to sit and perform computer work for lengthy periods of time, including data entry requiring repetitive and frequent hand and wrist movements.

Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves.

Ability to accept work with interruptions while remaining focused on duties.

Ability to lift up to 20 pounds without assistance

Travel Requirements :

Infrequent travel, by car, may be required for Diocese events.

Education and Experience Preferred :

Associate’s degree in business preferred, or an equivalent combination of education and experience in administrative, database, and financial management

Practicing Catholic in good standing with the Catholic Church

Knowledge and Skills Preferred :

Ability to honor and maintain confidentiality.

Ability to provide excellent customer service with demonstrated ability to listen empathetically, make peace, and de-escalate

Maintains positive and professional relationships with other staff members, and communicates with them as necessary to ensure adequate support for our parishioners

Strong computer skills in Microsoft Office 365, especially Excel, Word and Mail Merge.

Knowledge of office practices, record keeping techniques, and file maintenance

Knowledge of general accounting principles, common cash receipts processes, procedures, and safeguards

Excellent organization, prioritization, time management and communication skills.

Skill in writing and editing various documents.

Ability to receive, understand, retain, and complete verbal and written tasks.

Ability to work independently as well as in teams.

Demonstrated aptitude for adaptability and flexibility.

General ability and willingness to learn, use, troubleshoot, and implement / teach technology.

FLSA Designation : Nonexempt, FT = 40 hours per week, onsite

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