What are the responsibilities and job description for the Pastoral Administrative Assistant - Bilingual English/Spanish position at Catholic Diocese Of Fort Worth?
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:
The Pastoral Administrative Assistant is the first point of contact between the parish and the parishioners. The Pastoral Administrative Assistant is responsible for managing all forms of communication in the Parish Office between the pastor and parishioners.
Principal Accountabilities:
- Provide secretarial and clerical services to the Pastor.
- Provide receptionist services for the parish office including forwarding calls the appropriate department, recording of clear and accurate messages.
- Distributes mail and other related material.
- Maintains Mass Intention book and money.
- Assists communications with social posts and bulletin content
- Manages parish and pastor calendars
- Responsible for Sacramental updates in parish registries
- Purchases supplies for parish
- Assists in organizing events.
- Be a catalyst for good cooperation and business relationships among all parish programs or departments, staff, committees and parishioners.
- Collaborates closely with the pastor, under his supervision, and with other members of the parish staff.
- Undertakes special projects as assigned by the Pastor.
- Responsible for all other projects, tasks, etc., as assigned.
Database
- Assists the Business Manager with the ongoing maintenance of database records by asking for, receiving, and communicating information provided by parishioners or returned mail.
- Assists the Business Manager in sending changes of information to the envelope company and the diocese.
- Coordinates with the Business Manager to order offertory envelopes for parishioners, bi-monthly.
- Provides weekly mass counts to the Diocese, including Holy Day mass counts; collects data from the Business Manager.
- Provides our parish census to the North Texas Catholic, Annual Diocesan Appeal, and parish newsletter; collects data from the Business Manager.
Supervision Given and/or Received:
- Received: moderate supervision given to this position from Parish Pastor, Business Manager and/or Deacon
- Given: this position provides feedback and guidance to the Parish Administrative staff, volunteers, and/or vendors upon advice and consent of the Parish Pastor
Internal Contacts:
- Diocese Pastors, Priests, Business Managers, 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 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 35 pounds without assistance and up to 60 pounds with assistance.
Travel Requirements:
- Infrequent travel, by car, may be required to The Catholic Center, diocese Parishes and/or schools.
Education and Experience Preferred:
- Must be an active member of a Roman Catholic faith community and knowledgeable in the faith
- High School Diploma
- Previous administrative assistant experience required
Knowledge and Skills Preferred:
- Excellent communication and presentation skills.
- Excellent time management skills.
- Proficient computer skills, including Microsoft Office Suite (Word, Excel, Power Point, Outlook).
- Detail oriented and organized.
- Demonstrated ability and willingness to learn.
- Demonstrated history of good judgement.
- Demonstrated aptitude for adaptability and flexibility.
- Demonstrated ability to skillset to listen empathetically, make peace, and de-escalate.
- 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.
- Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
- Ability to work well with people from a diverse variety of audiences.
- Bilingual (Spanish/ English).